What to Include in an Exit Interview Form (With Template & Example)

When an employee decides to leave, it may seem like the end of a chapter.

However, for HR professionals and employers, it can mark the beginning of something valuable.

The departing employee can provide insights that serve as a benchmark for employers to make better decisions, improve workplace culture, and reduce turnover through an exit interview process.

What is an exit interview form, and how can employers use it effectively? Please find the information below.

What is an Exit Interview Form?

An exit interview form is a structured document used during an employee’s departure from the company.

It is typically completed during the final days of employment, often on the last working day.

The form includes questions designed to gather feedback on the employee’s experience, reasons for leaving, and suggestions for improvement.

It’s not meant to be just a formal step in the offboarding process. Instead, it serves as a conversation starter.

The one that helps HR and managers better understand the real reasons behind employee turnover.

While you gain insights to improve retention, it’s also a good time to start planning for the next hire.

With AJobThing, you can easily reach quality candidates through platforms like Maukerja & Ricebowl so your team stays strong, even through transitions.

Why is an Exit Interview Form Important?

Every employee who leaves takes with them a unique perspective.

The exit interview form captures that perspective at the most honest stage of the employment journey when the employee has no more to gain or lose.

It becomes a mirror that shows you what’s really happening inside your organisation.

The form helps HR gather structured feedback that can:

Highlight recurring problems in management or company culture
Identify gaps in compensation, career development, or communication
Provide context for turnover trends
Help improve retention and employee satisfaction in the long run

It also creates a sense of closure for the employee.

Having this final conversation done properly leaves a better last impression of your company. That alone helps protect your employer brand.

Who Uses Exit Interview Forms?

Exit interview forms are not just for big companies with HR departments.

They’re useful for any organisation that wants to build a healthier work environment.

Here’s how different roles typically use them:

HR teams use them to gather feedback and identify policies that may need review, especially related to benefits, salaries, and management practices.
Hiring managers can learn what might be causing talent to leave their team and use that feedback to build a better experience for future hires.
Business owners, especially in small and medium enterprises, can use these forms to protect continuity and reduce the risk of losing more employees due to unaddressed issues.

What Should You Include in an Exit Interview Form?

A good exit interview form doesn’t need to be long, but it should cover the essentials. It should make it easy for the departing employee to give honest, thoughtful feedback.

Some key sections to include:

Employee Details: Full name, job title, department, last working day.
Reason for Leaving: Give options (e.g., new job, relocation, family reasons, dissatisfaction) but also space for open answers.
Experience at the Company: Ask what they enjoyed and what they struggled with. Include questions about management, job expectations, workload, and growth opportunities.
Suggestions for Improvement: Let employees give ideas for improving teamwork, leadership, communication, or benefits.
Compensation Feedback: Ask whether they were satisfied with their salary, benefits, and if better pay might have convinced them to stay.
Would They Recommend the Company: This gives insight into your employer brand from someone who is leaving.

These sections should be covered in a tone that feels conversational, not confrontational. You want employees to feel safe in sharing their honest opinions.

Exit Interview Form Template (Text, DOC, PDF)

To help you get started, here is a simple exit interview form template.

You can use it as is or customise it based on your needs:

EXIT INTERVIEW FORM

PRIVATE & CONFIDENTIAL

Employee Details

Name:
Job Title:
Department:
Date Joined:
Last Working Day:
Direct Supervisor:
Interview Date:
Conducted By:

Section 1: About Your Decision to Leave

Why did you first decide to join this company?
(Open-ended)
What influenced your decision to resign?
(Tick all that apply and explain briefly)
[ ] Better job offer
[ ] Lack of growth opportunities
[ ] Salary/benefits
[ ] Management style
[ ] Workload/stress
[ ] Personal reasons
[ ] Relocation
[ ] Others: _____________________
What could have been changed to encourage you to stay?
(Open-ended)

Section 2: Your Role and Work Environment

Did you clearly understand your responsibilities and expectations?
[ ] Yes [ ] No
If no, please explain: _______________________
Were you provided the tools and support to do your job well?
[ ] Yes [ ] No
If no, please explain: _______________________
Did your role change significantly from when you were hired?
[ ] Yes [ ] No
If yes, how? _______________________________
How would you describe your relationship with your manager or supervisor?
(Open-ended)
How would you describe your relationship with your team or colleagues?
(Open-ended)

Section 3: Feedback & Improvement

Did you share concerns or suggestions before resigning?
[ ] Yes [ ] No
If yes, what were they? ______________________
What aspects of your job did you enjoy the most?
(Open-ended)
What areas do you think the company could improve in?
(e.g., leadership, communication, systems, work-life balance)
How would you describe the company's culture?
(Open-ended)
Do you feel your contributions were recognised and appreciated?
[ ] Yes [ ] No
Please explain briefly: _______________________
Were you satisfied with your salary and benefits?
[ ] Yes [ ] No
What would have improved your experience? __________

Section 4: Final Thoughts

Would you recommend this company as a good place to work?
[ ] Yes [ ] No
Why or why not? ____________________________
Would you consider returning in the future if a suitable role is available?
[ ] Yes [ ] No
Is there anything else you’d like to share that could help us improve?
(Open-ended)

Employee Signature: ____________________ Date: __________

[For Office Use Only]

Interviewer Name:
Interview Summary / Comments:
(To be filled by HR or interviewer)

Signature: ____________________ Date: __________

You can also download this template in:

Exit Interview Form Example

Here’s how a completed version of the form might look:

EXIT INTERVIEW FORM

PRIVATE & CONFIDENTIAL

Name: Aina Natasha Binti Zakaria
Job Title: Digital Marketing Executive
Department: Marketing
Date Joined: 15 March 2021
Last Working Day: 30 June 2025
Direct Supervisor: Nurul Azwa Binti Mokhtar
Interview Date: 25 June 2025
Conducted By: Syafiq Rahman (HR Executive)

Section 1: About Your Decision to Leave

Why did you first decide to join this company?
I was excited about the opportunity to work on performance marketing campaigns and grow my skills in a dynamic environment.
What influenced your decision to resign?
[x] Better job offer
[x] Lack of growth opportunities
I received an offer from a company with a more structured career progression plan and wider exposure to regional campaigns.

What could have been changed to encourage you to stay?
A clearer career path and more training on advanced marketing tools could have helped. I also wished there were more internal opportunities for cross-functional projects.

Section 2: Your Role and Work Environment

Did you clearly understand your responsibilities and expectations?
[x] Yes
I had a good understanding of my KPIs and monthly targets.
Were you provided the tools and support to do your job well?
[x] Yes
Though at times we experienced delays in getting approvals or data access from the tech team.
Did your role change significantly from when you were hired?
[x] Yes
Initially, the role focused on paid ads, but over time I also managed email campaigns and organic content with little guidance.
How would you describe your relationship with your manager or supervisor?
Professional and supportive. She always took time to check in, even during busy periods.
How would you describe your relationship with your team or colleagues?
Friendly and collaborative. We had good chemistry and shared knowledge often.

Section 3: Feedback & Improvement

Did you share concerns or suggestions before resigning?
[x] Yes
I raised my concern about lack of growth opportunities during performance reviews.
What aspects of your job did you enjoy the most?
Planning and optimising ad campaigns. I also enjoyed running experiments and learning from the data.
What areas do you think the company could improve in?
Introduce clearer promotion paths and provide more structured upskilling. Communication between departments can also be improved, especially during campaign launches.
How would you describe the company's culture?
It’s generally positive and open. However, it can be quite fast-paced, which not everyone may enjoy.
Do you feel your contributions were recognised and appreciated?
[x] Yes
My work was acknowledged during team meetings and I received regular feedback.
Were you satisfied with your salary and benefits?
[ ] Yes [x] No
The base pay was lower than market average. A performance-based increment or allowance could have made a difference.

Section 4: Final Thoughts

Would you recommend this company as a good place to work?
[x] Yes
It’s a good place for early career professionals to gain hands-on experience.
Would you consider returning in the future if a suitable role is available?
[x] Yes
Is there anything else you’d like to share that could help us improve?
I’m grateful for the opportunities and support given. I hope the company continues investing in its people and gives them room to grow.

Date: 25 June 2025

Employee Signature:

Aina Natasha Binti Zakaria

[For Office Use Only]

Interviewer Name: Syafiq Rahman
Interview Summary / Comments:
Aina shared constructive feedback, mainly around career growth and compensation. She has shown professionalism and gratitude during her notice period. Recommendations will be discussed in the next HR review.

Date: 25 June 2025

Signature:

Syafiq Rahman

FAQ

Is an exit interview mandatory in Malaysia?

No. It’s not required by law, but many companies choose to include it as a best practice to collect honest feedback and improve retention.

How should HR conduct an exit interview?

Use a private space and a calm setting, ideally in the employee’s final few days. Use the form as a guide, but focus on having an open conversation, not a checklist. Don’t include the employee’s manager in the session.

Can exit interview answers be used in performance reviews?

No. Exit interviews should remain confidential. Answers are not meant to be used in reviews or evaluations. Instead, the findings should be summarised for internal HR analysis only.

How do we store and analyse the responses?

Responses should be kept securely in HR records. To make the insights useful, group them by themes like work culture, pay, or team dynamics. This helps spot patterns that might otherwise go unnoticed.

Should SMEs use exit interview forms too?

Yes. Even in smaller teams, turnover has a big impact. Using a simple form and taking 15–30 minutes to speak with departing staff can reveal issues that you might not hear about through other feedback channels.