An exit interview is a structured discussion conducted with employees who are leaving an organization, often voluntarily. The purpose is to gain insights into the reasons behind their departure and identify areas within the company that may need improvement, such as workplace culture, compensation practices, or management effectiveness. Departing employees are often more willing to provide candid feedback compared to those who remain employed and may fear repercussions.
In practice, exit interviews are typically conducted by HR representatives during the employee’s final week. A structured questionnaire or guide is often used to ensure all relevant topics are addressed. It is generally advised that these interviews not be conducted by the employee’s direct supervisor to avoid potential discomfort or biased responses. In some organizations, exit interviews take the form of written surveys, occasionally sent to former employees several weeks after their departure.
Exit interviews are commonly reserved for specific employee groups, such as skilled workers or key departments within the organization. All feedback should be systematically recorded, analyzed, and acted upon to address identified weaknesses and improve employee retention. As such, the exit interview serves as a tool for HR research and internal employer branding.
For involuntary departures, such as terminations, the conversation (often called a separation interview) must be handled with sensitivity. Managers should prepare thoroughly, ensuring all facts supporting the decision are clear to prevent unnecessary emotional tension. The discussion should be private, concise, and focus on outlining the decision within the first five minutes, leaving no room for argument. Reasons for termination must be presented objectively, and the conversation should then shift to addressing the employee’s future opportunities and finalizing the employment relationship’s terms.
Source:
Scholz, Christian: Vahlens Großes Personallexikon, 1. Aufl. Verlag Franz Vahlen GmbH 2009
