How to Conduct an Exit Interview

When an employee leaves an organization, it’s important to conduct an exit interview. The interview allows the employer to have an opportunity to find out why the employee is leaving and what can be done to prevent future departures. However, the key to conducting a successful exit interview involves creating a comfortable atmosphere, asking the right questions, and using appropriate body language.

Method 1

Method 1 of 3:

Creating a Comfortable Atmosphere

1
Schedule the interview just before the employee leaves. The best time to have the interview is right at the end of the employee’s time with the company. For best results, aim to conduct the exit interview during the last 2 days of their employment.^{[1]XResearch source}
- This will avoid having the interview too soon, which could make the employee uncomfortable, or too late, which may result in half-hearted responses.
2
Choose a private, one-on-one setting for the interview. Having multiple interviewers ask the departing employee questions may make them feel like they’re being “ganged up” on. Go with a relaxed but private environment where the employee will feel comfortable and not too exposed.^{[2]XTrustworthy SourceHarvard Business ReviewOnline and print journal covering topics related to business management practicesGo to source}
- For example, a conference room with good natural lighting and privacy from surrounding halls would work very well for an exit interview.
- If the interview is conducted somewhere the employee doesn’t feel comfortable being honest with the interviewer, the answers to the interview questions may not be completely honest.
- If you’re worried about an awkward or hostile interaction, you can also provide a written questionnaire for the employee to fill out. However, this format may be construed as cold and uncaring as compared to a face-to-face interview.
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3
Have an HR representative or outside consultant conduct the interview. It may seem like the departing employee’s supervisor would be the best choice to conduct the interview. However, the employee may not feel completely comfortable with their supervisor, since they may be part of the reason why they’re leaving in the first place.^{[3]XResearch source}
- Human Resources representatives tend to be best for exit interviews, since they’re able to focus on role-specific issues and things that are relevant to the company as a whole.
4
Be sure to explain the purpose of the exit interview to the employee. The point of an exit interview is to determine if the reason for the employee leaving is something that the company can fix in the future.^{[4]XExpert SourceMichael McCutcheon, PhD
Career Coach & PsychologistExpert Interview. 15 February 2021.} If the employee understands that the interview is meant to be constructive, they’ll be more willing to share their thoughts candidly.^{[5]XResearch source}
- Remind yourself and the interviewer (if they’re someone else) that the purpose is not to try to prevent the employee from leaving the company.
5
State upfront that their answers will remain confidential. The goal is to have the employee give open and honest feedback about how the company is performing and what can be done to improve the workplace environment. Reminding them that their name will not be attached to their answers is the best way to ensure that the employee will be candid with the interviewer.^{[6]XResearch source}
- It may also be helpful to repeat this point a few times during the interview, just to reinforce the point that it’s ok for them to be open with the interviewer.
- At the same time, point out that whatever information the employee gives will be very important and that the company will take it seriously when considering whether they need to change some aspect of how they do business.
Exit interviews are not legally required nor are employees obligated to participate in them, unless this is included in their contract. Moreover, if the employee is leaving the company on bad terms, pointing out that they’re not required to answer if they don’t want to will help prevent a potentially hostile interview.^{[7]XResearch source}
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Method 2

Method 2 of 3:

Asking the Right Questions

1
Find out why they’re leaving, if they’re willing to share. This is especially important if the employee is a valued member of your organization and it isn’t clear why they’re leaving their job. They may not want to share their reasons, though, so be sure this question is asked very politely.^{[8]XResearch source}
- For example, instead of saying “Tell me why you’re giving up on us,” ask them “Do you feel comfortable sharing your reason for leaving?”
2
Ask how they feel they were treated by the company and its employees. It’s important for you to find out whether the work environment of your organization contributed to the employee’s decision to leave^{[9]XExpert SourceMichael McCutcheon, PhD
Career Coach & PsychologistExpert Interview. 15 February 2021.}. Ask if they feel they were treated fairly by their supervisor or if they liked their employees.^{[10]XResearch source}
- A good way to phrase this question might be: “How do you feel you were treated by your supervisor and your coworkers? Was there anything you wish would have been different?”
- Ask the employee how they think their coworkers feel about their leaving. This will give you good insight into what role, if any, their relationship with other employees played in their leaving.
3
Learn how they think working conditions could be improved. Poor working conditions may have contributed to the employee wanting to leave, so it’s important to know this in order to prevent other departures. Even if working conditions didn’t influence the leaving employee, they may have good ideas on how to improve conditions in the workplace!^{[11]XExpert SourceMichael McCutcheon, PhD
Career Coach & PsychologistExpert Interview. 15 February 2021.}^{[12]XResearch source}
- Approach this question neutrally. Instead of asking “What was wrong with the workplace?” instead ask “Do you have any insights into how conditions in the workplace might be improved?”
- Ask them how they think the company is performing overall, as well. Try to get as much insight as possible that you can then apply to improving your organization.
4
Find out if they feel they were adequately trained for their job. The employee may be leaving because they felt overwhelmed by the work that was expected of them. Making sure that all of your employees feel prepared for their job is a very good way to prevent high rates of turnover.^{[13]XResearch source}
- If they answer that they didn’t feel trained enough, ask them what specific types of training would have made it easier for them to perform their job.
5
Ask the employee what they enjoyed most about their job. It’s just as important to learn what your company is doing right as it is to learn what the organization is doing wrong. Asking about the employee’s positive experiences is also a good way to inject some positivity into the exit interview.^{[14]XResearch source}
- A good way to phrase this question might be: “What were 3 things you enjoyed most about working here?”
6
Avoid asking targeted or negative questions about specific people. Not only would this type of question make the exit interview more negative; it could also be construed as slander. Some examples of questions to avoid include:^{[15]XResearch source}
- ”Do you think there’s someone else who should leave instead of you?”
- ”Was there anyone you hated working with?”
- ”What were the worst things you had to deal with working here?”
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Method 3

Method 3 of 3:

Using Appropriate Body Language

1
Remember to smile and make eye contact with the employee. Look them in the eyes both as they’re talking and as you’re talking to them. However, avoid staring them down, as this can cause them to feel uncomfortable or like you’re trying to intimidate them.^{[16]XResearch source}
- For best results, maintain eye contact for most of the interview, but blink and look away periodically to avoid staring at them.
- By maintaining eye contact and a happy demeanor, you’ll let the employee know that you’re interested in what they have to say, which will make them feel more comfortable about opening up to you.
2
Keep your posture relaxed to put off a calming vibe. Keep your back straight but not stiff and relax your shoulders. This will emphasize that you feel comfortable in your surroundings and that the employee should as well.^{[17]XResearch source}
- This is especially important if you’re standing, since it’s much easier to appear imposing and aloof if you’re standing with a stiff posture.
3
Engage in affirmative, empathetic movements as they talk. These include things like nodding your head, smiling, or even laughing when it’s appropriate. This type of movement signals to the other person that you identify with their plight and that they can feel relaxed around you.^{[18]XResearch source}
- Nodding is the most effective of these movements. Be careful when you smile or laugh, since it could be construed as an inappropriate response to whatever they were saying.
4
Give your full attention to the employee throughout the interview. Avoid checking the time, staring at the ground, or doing anything else to signal that you’re not interested in what they have to say. At the same time, avoid allowing yourself to become distracted from the conversation at hand.^{[19]XResearch source}
- Distractions may include picking at something, tapping on the table, or checking your phone during the interview.
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Expert Q&A

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Question
Are exit interviews confidential?
Michael McCutcheon, PhD
Career Coach & Psychologist
Dr. Michael McCutcheon is a career coach, psychologist, and award-winning public speaker who specializes in procrastination elimination, goal achievement, and increasing life satisfaction. With a background as a counseling psychologist, he guides clients toward becoming more aware of their desires and anxieties to break old patterns, create new habits, and achieve life-changing results. He also helps clients improve organization skills, embark on a new career, get promoted, get admitted into graduate schools, and transition from school to the working world. He is a published author and lecturer in graduate psychology courses at New York University (NYU), a position he has twice won the Teaching Award (2014 & 2019). His work has appeared in the press as a lifestyle and career expert for The Washington Post/The Associated Press, The New York Post, Scholastic, Lifehacker, and The Coca-Cola Company. He has served as a contributing writer for Out Magazine and featured panelist on National Public Radio (NPR).
Michael McCutcheon, PhD
Career Coach & Psychologist
Expert Answer
Yes, you should always keep exit interviews confidential. It's important for employees to feel comfortable opening up and being honest.
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Question
What's the purpose of an exit interview?
Michael McCutcheon, PhD
Career Coach & Psychologist
Dr. Michael McCutcheon is a career coach, psychologist, and award-winning public speaker who specializes in procrastination elimination, goal achievement, and increasing life satisfaction. With a background as a counseling psychologist, he guides clients toward becoming more aware of their desires and anxieties to break old patterns, create new habits, and achieve life-changing results. He also helps clients improve organization skills, embark on a new career, get promoted, get admitted into graduate schools, and transition from school to the working world. He is a published author and lecturer in graduate psychology courses at New York University (NYU), a position he has twice won the Teaching Award (2014 & 2019). His work has appeared in the press as a lifestyle and career expert for The Washington Post/The Associated Press, The New York Post, Scholastic, Lifehacker, and The Coca-Cola Company. He has served as a contributing writer for Out Magazine and featured panelist on National Public Radio (NPR).
Michael McCutcheon, PhD
Career Coach & Psychologist
Expert Answer
People often think an exit interview is about the past, but it's really about the future. Take the opportunity to gather information about what it's like to work at this company, and think about how you can use that information to shape your future. How can your organization be improved based on what you learned in the interview?
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Question
How do you handle an exit interview?
Michael McCutcheon, PhD
Career Coach & Psychologist
Dr. Michael McCutcheon is a career coach, psychologist, and award-winning public speaker who specializes in procrastination elimination, goal achievement, and increasing life satisfaction. With a background as a counseling psychologist, he guides clients toward becoming more aware of their desires and anxieties to break old patterns, create new habits, and achieve life-changing results. He also helps clients improve organization skills, embark on a new career, get promoted, get admitted into graduate schools, and transition from school to the working world. He is a published author and lecturer in graduate psychology courses at New York University (NYU), a position he has twice won the Teaching Award (2014 & 2019). His work has appeared in the press as a lifestyle and career expert for The Washington Post/The Associated Press, The New York Post, Scholastic, Lifehacker, and The Coca-Cola Company. He has served as a contributing writer for Out Magazine and featured panelist on National Public Radio (NPR).
Michael McCutcheon, PhD
Career Coach & Psychologist
Expert Answer
Treat employees with respect and really listen to them during their exit interview. This is likely to have a tremendous impact on how they feel (and speak) about the organization for years to come.
Thanks! We're glad this was helpful.
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