How exit interviews are conducted
HR usually holds the interview in the last two weeks of notice, after the resignation has been accepted and emotions have settled. The reporting manager should not conduct it, because the manager is often part of the reason for leaving. A form captures the main reason from a fixed list, plus open comments. Keep it to 20 to 30 minutes, assure the employee that answers will not affect their relieving or references, and share only anonymized patterns with managers.
- What made you start looking for another job?
- What could we have done to keep you?
- How would you describe your relationship with your manager?
- Did you have the tools, training and clarity to do your job?
- Would you recommend us to a friend as a place to work, and why?
Turning answers into action
One exit interview is an opinion; fifty are data. Classify every exit by its primary reason and review the pattern each quarter by department, manager, tenure and location. If three people from the same team name the same manager, that is a signal. If early leavers keep saying the job was different from what was described, the hiring process needs work. Share themes with leadership alongside the attrition numbers from the HR metrics you already track.
Limits of exit interviews
Leaving employees are often polite, because they want a smooth relieving and a good reference. A stated reason such as 'better opportunity' can hide the real one. Ask follow-up questions, offer an anonymous survey option, and compare exit data with stay interviews and engagement surveys. In ZeniaHR, offboarding records one of 20 structured exit reasons for each leaver, which keeps the classification consistent however many HR staff handle exits.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
Who should conduct an exit interview?
HR, or a neutral senior person outside the employee's reporting line, should conduct it, not the employee's own manager. People speak more openly when they are not talking to the person who manages them, and managers are often part of the reason for leaving. Some companies add an anonymous online form alongside the conversation for extra candour.
Should employees be honest in an exit interview?
Yes, but be specific and professional. Describe what happened and its effect, such as unpredictable rosters or no feedback on work, rather than making personal attacks. Honest, factual feedback helps the colleagues who stay. If you are worried about consequences, ask HR how the notes will be used, or use an anonymous survey if one is offered.