Exit Interview Form
A structured form for exit interviews with departing employees.
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What’s Included in This Resource
Every resource on The Office File provides a complete toolkit rather than an empty, unhelpful document shell:
- Editable Microsoft Word (.docx) template (42 KB)
- Printable PDF version (117 KB)
Sample included: Example: Exit Interview Form in use. Learning from departures: reasons for leaving, experience of the role and manager, and suggestions, recorded consistently.
How to Use This Template
Follow these practical steps to customize and roll out this procedure with your team:
1. Fill in the employee details
Enter the full name, role, department, and dates exactly as they appear in the HR record.
2. Check your local rules
Confirm notice periods, approvals, and record-keeping rules that apply in your location before you finalise.
3. Get the required signatures
Route the completed form to the employee, their manager, and HR in that order.
4. File it securely
Store the completed form in the employee file with access limited to authorised staff only.
About This Template
Inconsistent information collection creates rework and frustration. This form template standardises what you ask for and how, with labelled fields and instructions that guide the person filling it in. The result is cleaner data, faster processing, and fewer 'we need to ask them again' moments.
Learning from departures: reasons for leaving, experience of the role and manager, and suggestions, recorded consistently.
When to Use This Template
- Supporting HR, compliance, or administrative processes with uniform records
- Creating a paper trail for requests, approvals, and authorisations
- Collecting consistent information from every applicant, client, or employee
- Reducing back-and-forth by asking for everything needed upfront
- Standardising intake so no critical detail is missed at the start
Key Sections Explained
Understanding what goes in each part of the document helps you fill it in correctly the first time:
Signatures and date
Who signed, their role, and when, the section that makes the form an accountable record.
Declarations
Statements the filler confirms as true, which give the form its formal weight.
Form title and reference
What the form is for and its version or reference number, so completed copies can be identified later.
Applicant/subject details
Who the form is about, name, contact, and identifying details needed to process it correctly.
Main data sections
The grouped fields collecting the substantive information, ordered logically from general to specific.
Frequently Asked Questions
How long should we keep completed forms?
Follow your retention policy and any legal requirements for the data type, longer for financial, HR, and safety records. Define it in writing rather than keeping everything forever.
Should the form be paper or digital?
Digital for anything with volume, it enforces required fields, validates formats, and files itself. Paper for walk-in, on-site, or low-tech contexts. Match the medium to the audience.
How do we get people to fill it in completely?
Ask only for what you actually use, explain why you need sensitive items, and mark required fields clearly. Every unnecessary field increases abandonment.
What if someone submits incorrect information?
Build a verification step into your process for critical fields, and include a declaration the submitter signs. Prevention beats correction.