reaperinvest Exit Interview Template
When to Use This Skill
Use this skill when you need to:
- Create a structured exit interview questionnaire
- Build a system for capturing departing employee insights
- Design an exit survey for employees who prefer written feedback
- Analyze patterns from multiple exit interviews to improve retention
DO NOT use this skill for termination scripts, layoff communications, or employee engagement surveys. This is for voluntary departure exit interviews.
Core Principle
EXIT INTERVIEWS ARE THE MOST HONEST FEEDBACK YOU WILL EVER GET — ASK THE RIGHT QUESTIONS AND ACTUALLY USE THE ANSWERS TO FIX PROBLEMS.
Phase 1: Brief
Required Inputs
| Input | What to Ask | Default |
|---|---|---|
| Format | "Live interview, written survey, or both?" | Live interview with written option |
| Interviewer | "Who will conduct the interview? (manager, HR, founder, third party)" | Founder or HR lead |
| Company size | "How many employees?" | 5-25 |
| Known retention issues | "Are there recurring reasons people leave?" | Unknown — gathering data |
| Confidentiality level | "Will responses be shared with the departing employee's manager?" | Aggregated themes only, not attributed quotes |
| Departing role | "What role is the person leaving?" | General template |
GATE: Confirm brief before proceeding.
Phase 2: Design
Question Categories
Build the interview from these categories:
- Role and Responsibilities — was the job what they expected?
- Management and Leadership — relationship with direct manager and leadership
- Growth and Development — learning, promotion, career path
- Culture and Environment — team dynamics, inclusion, work-life balance
- Compensation and Benefits — pay, perks, and total package
- Reason for Leaving — the direct question with follow-ups
- Recommendations — what would they change?
Question Design Rules
- Open-ended questions over yes/no — "What would have made you stay?" not "Were you happy?"
- Maximum 15 questions for a 30-minute interview
- Include 2-3 scale questions (1-10) for trackable metrics
- End with a forward-looking question that leaves the relationship positive
- Never ask questions designed to guilt the departing employee
GATE: Present the question list and wait for approval.
Phase 3: Build
Deliverables
1. Interview Question Template
- Complete question list organized by category
- Follow-up probes for each question
- Interviewer notes on what to listen for
2. Written Survey Version
- Same questions adapted for self-completion
- Rating scales added where appropriate
- Estimated completion time: 10-15 minutes
3. Interviewer Guide
- How to set the tone (appreciative, not defensive)
- Active listening prompts
- What NOT to say (do not make counter-offers during exit interviews)
- Note-taking template for consistent documentation
4. Data Tracking Sheet
- Log responses across multiple exit interviews
- Theme categorization for pattern identification
- Quarterly summary template
Phase 4: Polish
Analysis Framework
After 5+ exit interviews, analyze for:
- Top 3 recurring themes in reasons for leaving
- Manager-specific patterns (are departures concentrated under one leader?)
- Compensation mentions frequency (signals pay competitiveness issues)
- Actionable recommendations that appear multiple times
Retention Action Template
Convert exit interview insights into a 3-column action plan:
- Finding — what the data shows
- Action — specific change to make
- Owner and deadline — who does it and by when
Example 1: Live Interview (30 minutes, 12 questions)
Key questions:
- "What prompted you to start looking for a new role?"
- "On a scale of 1-10, how supported did you feel by your manager? What would have raised that number?"
- "Was there a moment when you thought about staying? What would have tipped that decision?"
- "If you could change one thing about working here, what would it be?"
- "Would you recommend this company to a friend? Why or why not?"
Example 2: Written Exit Survey (10 minutes, 8 questions + scales)
Mix of 5 open-ended questions and 3 rating scales (manager support, growth satisfaction, overall experience). Includes optional comment boxes for sensitive topics.
Anti-Patterns
- Manager conducting their own report's exit interview — the departing employee will not be honest. Use a neutral party.
- Collecting data without acting on it — if three people say the same thing and nothing changes, exit interviews are theater.
- Interrogation tone — this is not a deposition. Create psychological safety for honest answers.
- Asking only about the negative — include "What did you enjoy most?" to get a balanced picture and end positively.
- Skipping exits for small teams — small companies lose the most from each departure. Every exit interview matters.
Recovery
- Employee refuses exit interview: Offer the written survey as a lower-pressure alternative. Respect their decision if they still decline.
- Employee only complains about one person: Document it, but probe for specifics. Ask "Can you give me an example?" to distinguish legitimate concerns from personality conflicts.
- No patterns yet (first few exits): Start tracking anyway. Patterns emerge after 5-10 data points.
- Departing employee asks to stay: This is not the time for counter-offers. Thank them and redirect to the hiring manager for a separate conversation.