Conducting exit interviews is a chance to gather feedback and improve your company. Sending the right exit feedback request email is the first step in this process, ensuring you get honest and actionable insights.
This post provides five exit interview email templates that recruiters can use. We also cover how to craft an empathetic request and common pitfalls to avoid.
Table of contents
Crafting a Professional and Empathetic Exit Feedback Request
Standard Exit Interview Request Email
Exit Interview Request with Emphasis on Confidentiality
Exit Interview Request with a Personal Touch
Exit Interview Request Focusing on Future Improvement
Exit Interview Request with a Survey Link
Exit Interview Request for Remote Employees
Pitfalls to Avoid in Exit Feedback Emails
Download Exit Feedback Request Email Template to Departing Employees in multiple formats
Wrapping Up
Crafting a Professional and Empathetic Exit Feedback Request
Requesting exit feedback from departing employees requires a delicate balance of professionalism and empathy. A well-crafted email template can help you gather valuable insights while maintaining a positive relationship with the outgoing team member.
- Subject Line: Keep it clear and concise. Example: "Your Feedback is Valuable - Exit Interview Request".
- Greeting: Use a personalized and warm salutation. "Dear [Employee Name]," sets the right tone for the conversation.
- Appreciation: Start by expressing gratitude for their contributions. This acknowledges their efforts and sets a positive tone for the feedback request.
- Purpose: Clearly state the reason for the email. Explain the importance of their feedback in improving the workplace for future employees.
- Details: Provide information about the feedback process. Include the format (survey, interview), expected duration, and any preparation needed.
- Assurance: Emphasize confidentiality and the constructive use of their feedback. This encourages honest and open responses.
- Closing: End with a polite sign-off and your contact information for any questions they might have.
Standard Exit Interview Request Email
This is your go-to template for requesting exit feedback from departing employees. It's simple, polite, and clearly states the purpose of the exit interview, which is to gather insights for improving the company.
Subject: Request for Exit Interview - [Your Name]
Hi [Employee Name],
As you prepare for your departure on [Date], we would appreciate the opportunity to gather some feedback on your experience at [Company Name]. Your insights are valuable and will help us improve our workplace for current and future employees.
We would like to invite you to participate in a brief exit interview. This will be a confidential conversation where you can share your thoughts on various aspects of your employment, such as:
- Your role and responsibilities
- Company culture and work environment
- Management and leadership
- Opportunities for growth and development
- Areas for improvement
The interview will take approximately [Duration] and can be conducted [In-person/Remotely via video call]. Please let me know what time and format works best for you. You can reply to this email or call me at [Your Phone Number] to schedule.
Participation is voluntary, and your feedback will be kept confidential. If you prefer not to participate, that's perfectly fine as well.
Thank you for your contributions to [Company Name]. We wish you all the best in your future endeavors!
Sincerely,
[Your Name] [Your Title] [Company Name]
Exit Interview Request with a Personal Touch
This template allows you to add a personal touch by mentioning a specific contribution the employee made during their time with the company. A little personalization can go a long way in building goodwill and increasing the likelihood of a candid response.
Subject: We'd Love Your Feedback
Hi [Employee's Name],
As you prepare to embark on your next adventure, we wanted to take a moment to thank you for your time at [Company Name]. Your work on [specific project or contribution] has truly made a difference, and we are grateful for your efforts.
We strive to improve and grow, and your insights can help us do just that. We would appreciate it if you could take a few minutes to share your thoughts in an exit interview. Your feedback will remain confidential and will be used to enhance the experience for future team members.
Please let us know a convenient time for you, or feel free to reply to this email with your feedback.
Thank you once again for your contributions. We wish you all the best in your future endeavors.
Warm regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Exit Interview Request Focusing on Future Improvement
This template emphasizes how the employee's feedback will directly contribute to improving the workplace for current and future employees. Frame the exit interview as an opportunity to leave a lasting positive impact.
Subject: Your Feedback Matters: Exit Interview Invitation
Hi [Employee's Name],
As you prepare for your next adventure, we want to take a moment to express our gratitude for your contributions during your time with us. Your insights and experiences are invaluable to us, and we would love to hear your thoughts as you transition.
We invite you to participate in an exit interview to share your feedback. This is an opportunity for you to help shape the future of our workplace for your colleagues and those who will join in the future.
- Date & Time: [Proposed Date & Time]
- Location: [Meeting Room/Link for Virtual Meeting]
- Duration: Approximately [Duration]
Your feedback will help us improve and create a better environment for everyone. We want to ensure that your voice is heard and your experiences contribute to positive changes.
Please let us know if the proposed time works for you or if there’s a more convenient time.
Thank you once again for your time and dedication.
Best wishes,
[Your Name] [Your Position] [Company Name] [Contact Information]
Exit Interview Request with a Survey Link
If you're using a structured survey for your exit interviews, this template is perfect. It includes a direct link to the survey and provides a brief explanation of what the employee can expect, and you can use skills assessments for recruiters to see if you are on the right track.
Subject: Exit Interview Request & Feedback Survey - [Employee Name]
Hi [Employee Name],
As you prepare for your last day on [Date], we'd appreciate your honest feedback to help us improve. We value your insights and believe they can make a real difference for our team and future employees.
We'd like to invite you to complete a short exit survey. It should take approximately [Time Estimate] minutes.
[Link to Exit Survey]
Your responses will be kept confidential and used to identify areas where we can improve.
If you'd prefer to discuss your feedback in person, please let me know, and we can schedule a brief conversation.
Thank you again for your contributions to [Company Name]. We wish you all the best in your future endeavors!
Best regards,
[Your Name] [Your Title] [Company Name]
Exit Interview Request for Remote Employees
Tailor this template for remote employees, acknowledging their unique experience and the importance of their feedback in shaping remote work policies. It's important to understand the challenges and opportunities unique to remote work.
Subject: We'd Love Your Feedback: Exit Interview Invitation
Hi [Employee's Name],
I hope this message finds you well. As you prepare for your next adventure, we would greatly appreciate your insights on your experience working remotely with us. Your feedback is invaluable in helping us improve our remote work policies and employee experience.
We invite you to participate in an exit interview, which can be conducted at your convenience over a video call. This is an opportunity for you to share your thoughts on what worked well and where we can improve.
- Date & Time: Please let us know your preferred time.
- Platform: [Video Call Platform]
Your feedback will remain confidential and will be used to enhance the remote work environment for current and future team members.
Thank you for your contributions and for helping us shape a better workplace. We wish you all the best in your future endeavors.
Looking forward to hearing from you.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Download Exit Feedback Request Email Template to Departing Employees in multiple formats
Pitfalls to Avoid in Exit Feedback Emails
Exit feedback emails are a valuable tool for gathering insights, but they can backfire if not handled correctly. Let's explore some common mistakes recruiters make when crafting these emails and how to avoid them.
Timing it wrong: Sending the email too early or too late can lead to poor response rates. Aim to send the request 1-2 days before the employee's last day for the best results.
Making it too long: Overwhelming departing employees with lengthy surveys decreases completion rates. Keep your feedback request concise and focused on the most important areas.
Neglecting personalization: Generic, templated emails can feel impersonal and reduce engagement. Take the time to tailor your message to each individual, acknowledging their contributions.
Failing to ensure anonymity: Employees may hesitate to provide honest feedback if they fear repercussions. Clearly communicate how responses will be kept confidential and used to improve the workplace.
Not following up: Sending the email and forgetting about it wastes an opportunity. Have a plan to review and act on the feedback received, and consider sharing improvements with former employees.
Wrapping Up
Crafting effective exit feedback requests is a delicate balance of professionalism and empathy. By using these templates and following best practices, you can gather valuable insights to improve your organization.
Remember, the goal is to create a positive final interaction that leaves the door open for future opportunities. Tailor each request to your company culture and the departing employee's role for the best results.
Exit Feedback Request Email Template to Departing Employee FAQs
Why is exit feedback important?
Exit feedback provides insights into employee experiences, highlighting areas for improvement in company culture, management, and processes. This feedback can help reduce future turnover and improve employee satisfaction.
When is the best time to send an exit interview request?
Send the request at least one to two weeks before the employee's last day. This gives them time to prepare and ensures the feedback is still relevant and fresh in their mind.
What questions should I ask in an exit interview?
Focus on questions about the employee's overall experience, reasons for leaving, what they enjoyed most and least, and suggestions for improvement. Frame questions to encourage open and honest responses.
How should I handle confidential information shared during an exit interview?
Always assure the departing employee that their feedback will be kept confidential. Share only aggregated and anonymized data with relevant teams to protect their identity and encourage candor. You might also want to check out our post on candidate experience.
What should I do with the feedback gathered from exit interviews?
Analyze the feedback to identify trends and areas needing attention. Share the findings with leadership and relevant departments, and develop action plans to address the issues raised. Follow up to demonstrate that the feedback is valued and acted upon.
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