An exit interview form is a structured questionnaire HR uses to capture why an employee is leaving and what the company could do better. It records the reason for leaving, satisfaction ratings across pay, manager, and growth, open feedback, and a rehire recommendation, so patterns show up across exits instead of getting lost in a hallway chat.

Exit Interview Form (Free HR Template for India)

An exit interview form is a structured questionnaire HR uses to capture why an employee is leaving and what the company could do better. It records the reason for leaving, satisfaction ratings across pay, manager, and growth, open feedback, and a rehire recommendation, so patterns show up across exits instead of getting lost in a hallway chat.

What a Exit Interview Form must include

  • Employee details, department, tenure, and last working day
  • Primary and secondary reasons for leaving
  • Rating scale (1 to 5) for role, manager, pay, growth, and work-life balance
  • What the employee liked and what frustrated them
  • Whether the company could have retained them, and how
  • Details of the new role or destination (optional, voluntary)
  • Rehire eligibility recommendation from HR or the manager
  • Sign-off from the employee and the HR interviewer

Drafting tips

  • Run the exit interview 3 to 5 days before the last working day, not on it. People are calmer and more candid before the final rush of handover and clearances.
  • Keep the rehire recommendation in the HR-only section and never share it with the departing employee. It is an internal note, not a verdict to debate.
  • Tag every form with one or two theme codes (pay, manager, growth, workload) so you can count patterns across a quarter instead of reading forms one by one.
  • Tell the employee upfront how their feedback will be used and who will see it. Honest answers depend on trust that this will not affect their relieving letter or reference.
  • Do not link the exit interview to full and final settlement. Clearing dues should never look conditional on a positive interview.

Exit Interview Form format

EXIT INTERVIEW FORM
[Company Name]

SECTION A: EMPLOYEE DETAILS
Name: [Employee Name]                 Employee ID: [ID]
Designation: [Job Title]              Department: [Department]
Date of Joining: [DD MMM YYYY]        Last Working Day: [DD MMM YYYY]
Reporting Manager: [Manager Name]     Total Tenure: [X years Y months]
Interviewed by: [HR Name]             Interview Date: [DD MMM YYYY]

SECTION B: REASON FOR LEAVING
Primary reason (tick one):
  [ ] Better compensation elsewhere
  [ ] Career growth / promotion
  [ ] Relationship with manager
  [ ] Work-life balance / workload
  [ ] Relocation / personal reasons
  [ ] Role or work not as expected
  [ ] Company culture / environment
  [ ] Higher studies
  [ ] Other: [specify]

Secondary reason, if any: [__________________________________________]

Was your resignation triggered by a single event or a build-up over time?
[__________________________________________________________________]

SECTION C: SATISFACTION RATINGS
Rate each item from 1 (very dissatisfied) to 5 (very satisfied).

  Your role and responsibilities .................... [ 1  2  3  4  5 ]
  Relationship with your manager .................... [ 1  2  3  4  5 ]
  Support from your team ............................ [ 1  2  3  4  5 ]
  Compensation and benefits ......................... [ 1  2  3  4  5 ]
  Learning and career growth ........................ [ 1  2  3  4  5 ]
  Work-life balance ................................. [ 1  2  3  4  5 ]
  Recognition for your work ......................... [ 1  2  3  4  5 ]
  Tools, systems, and workplace ..................... [ 1  2  3  4  5 ]
  Overall experience at the company ................. [ 1  2  3  4  5 ]

SECTION D: FEEDBACK
What did you enjoy most about working here?
[__________________________________________________________________]

What frustrated you the most, or would you change first?
[__________________________________________________________________]

Did you feel your feedback was heard while you were here?
[ ] Yes    [ ] Somewhat    [ ] No     Comments: [_____________________]

What could we have done to retain you?
[__________________________________________________________________]

SECTION E: NEW ROLE (VOLUNTARY, OPTIONAL)
You are not required to answer this section.
New company / destination: [__________________]
New role: [__________________]  Reason it appealed to you: [___________]

SECTION F: CLOSING
Would you recommend this company to a friend as a place to work?
[ ] Yes    [ ] Maybe    [ ] No

Anything else you would like to share?
[__________________________________________________________________]

---- FOR HR / MANAGER USE ONLY ----
Rehire eligibility: [ ] Eligible   [ ] Eligible with conditions   [ ] Not eligible
Reason for the above: [_____________________________________________]
Key theme(s) flagged: [_____________________________________________]
Action owner / follow-up: [_________________________________________]

SIGN-OFF
Employee Signature: ____________________   Date: __________
HR Interviewer Signature: ______________   Date: __________

FAQs

What is an exit interview form?

It is a structured questionnaire HR fills in when an employee leaves, capturing the reason for leaving, satisfaction ratings, open feedback, and a rehire recommendation. It turns a one-off conversation into data you can compare across exits.

Is an exit interview mandatory in India?

No law makes the exit interview itself mandatory. But it is standard practice and pairs with documents that are expected on exit, such as the relieving letter, experience letter, and full and final settlement.

Should the exit interview affect the relieving letter or settlement?

No. Relieving, experience letters, and full and final settlement are based on service records and dues, not on interview answers. Keep the two separate and say so, or employees will hold back honest feedback.

Who should conduct the exit interview?

Usually HR, not the direct manager, since a common reason for leaving is the manager relationship. If HR is small, a neutral senior person who was not in the reporting line works well.