Conducting exit interviews via email allows organizations to efficiently gather valuable feedback from departing employees. Thoughtfully crafted exit interview email templates balance thoroughness with brevity, making it easier for leavers to provide constructive responses.
This guide covers:
Traditional in-person exit interviews come with logistical challenges. Conducting exits via email offers several advantages:
Well-designed exit interview emails allow organizations to capture invaluable employee feedback with minimal disruption.
Follow these best practices when creating email templates for departure interviews:
While email exit interviews aim for helpful critique, opening with a casual tone helps establishes a judgement-free zone encouraging honest perspectives.
Hi [name],
I hope your last few weeks have gone smoothly! As you prepare for your next chapter, we would greatly appreciate any constructive thoughts on how [company] might improve...
Reassure the departing staffer their insights can lead to positive changes. Emphasize respect for their opinions and needs. This motivates participation.
You've been an integral part of [department] and your experiences provide unique insights that will help us grow. Please be open with any and all suggestions - your honesty enables us to see where we can better support employees like yourself in the future...
Closed yes/no exit interview questions rarely provide actionable critiques. Well-phrased open queries reveal detailed observations.
What factors most influenced your decision to leave? How could we have better supported you? If anything, how might we change your mind?
Allow ample space for comments after each question.
For pointed areas of inquiry like manager effectiveness or the workload, simple rating scales provide useful quantification.
On a scale of 1-10 please rate how reasonable your typical workload was. How could we have better balanced assignments across the team?
Show gratitude for their tenure, reassure no bridges were burned and reiterate openness to keep conversations going.
Below is a sample email exit interview template incorporating the strategies above:
Subject Line: Appreciating Your Perspectives
Dear [name],
I hope your final weeks with [company] have gone smoothly and wish you the very best in your next endeavor!
As you transition to your next chapter, we would greatly value any constructive feedback based on your experiences here. Your candid thoughts as a valued [role] provide unique insights on what we’re doing well and areas for improvement that will help us advance. Please feel comfortable openly sharing any suggestions or criticism you may have.
Please comment on these questions:
Lastly, is there anything else you’d like share including highlights, concerns or suggestions? Your perspectives are greatly appreciated!
Please don’t hesitate to reach me directly by phone as well if easier. Thanks again for all your efforts here at [company] and best of luck with your future endeavors!
Best Regards,
[name] [contact info]
This covers the key objectives an exit interview email template should achieve:
Now let’s explore sample templates for specific exit interview questions to inform company improvements.
Beyond broad reflections, tailored exit interview email template questions by category offer deep insights.
For example, an HR manager may inquire about company culture and values alignment while a department lead probes for operational improvements.
Here are examples:
Gauging corporate values fit and workstyle perspective helps refine recruitment messaging and nurture engagement.
Subject: Perspectives on Company Culture
Questions:
Evaluations of a departing employee's direct supervisor give leaders visibility for coaching.
Subject: Assessing Manager Effectiveness
Questions:
We greatly value your candid perspectives to coach our people managers.
Reviewing organizational factors influencing engagement and retention helps transformations.
Subject: Feedback on Work Conditions
Questions:
We aim to continually improve work conditions - please share your valued input on what changes would enable employees to thrive.
The templates above demonstrate how tailored exit interview question emails yield actionable takeaways by department. Now let’s examine templates for following up beyond the initial interview.
Further exit interview emails allow organizations to validate conclusions, prioritize changes and thank departing talent.
A results overview demonstrates the company took feedback seriously. It reaffirms commitments to improvements.
Subject: Exit Interview Results and Next Steps
[Name],
Thank you again for completing our exit interview process and providing such thoughtful perspectives on your experiences at [Company].
We wanted to share a brief summary of trends identified in recent interviews as well as initiatives planned to address common suggestions:
Trends
Planned Initiatives
We sincerely appreciate your feedback to help shape these changes. Please know your voice matters and enables meaningful improvements. Expect ongoing updates as we implement initiatives in the coming fiscal year.
Best of luck as your next chapter unfolds!
As exit insights percolate post-employment, a follow-up provides an outlet for further recommendations.
Subject: Any Additional Perspectives?
Hi [Name],
We know reflections on how to strengthen company culture, execution and team empowerment continue to crystalize long after departure. Now that you’ve had more distance, we’d welcome any other constructive feedback you may have based on deeper pondering for how leadership might better support talent like yourself.
Are there any improvements you’d suggest or advice to offer? Please know your wisdom continues to guide positive changes - helping up-and-coming staff thrive.
We appreciate you taking a few more minutes. Best wishes!
Extending access to career resources and networking can build enduring engagement with company ambassadors.
Subject: Join Our Alumni Network!
[Name],
Thanks again for your many contributions here at [Company]! As discussed, we’ve taken your exit interview feedback to heart and already begun implementing changes - stay tuned for updates.
We're also excited to invite departed staffers like yourself who epitomize our values to join [Company’s] alumni network. This virtual community exchanges career opportunities, hosts annual conferences featuring our executives and provides ongoing education access for alumni.
Please click here to join this privileged network open to those who demonstrate our mission. We can't wait to see you at next year's conference!
Done thoughtfully, exit interview emails allow efficient yet meaningful data gathering to inform company improvements long after talent moves on. Savvy leaders further nurture such alums recognizing their ongoing influence as brand ambassadors.
The templates above provide guidelines to ensure your organization profitably learns during staff transitions. Adapt these examples when composing exit interview emails - helping complete the human centered talent lifecycle.
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