Many companies conduct exit interviews with employees leaving a company. This is true whether the exit is voluntary or involuntary on the part of the employee. The exit interview letter informs the employee about the impending interview and gives him or her information needed to make the interview process go smoothly.
Content and Format:
This type of letter has a specific purpose, which is to gain the cooperation of a departing employee in the exit interview process. Keep the exit letter interview format simple and to the point. Discuss only items that have a relation to the interview itself. Do not include information that is likely to cause anger or resentment, such as making referrals to an employee being fired. Include contact information and the date, time and location of the interview.
In this exit interview letter sample, a human resources supervisor informs an employee of her desire to conduct an exit interview before he leaves the company. The supervisor lets the employee know the information obtained by way of the interview will not be placed in his employee folder. The letter provides the employee with the information needed to encourage him to share negative as well as positive experiences.
We appreciate the years of service you have dedicated to GCG Services, Inc. It is my understanding that you have expressed your intention to leave the organization on June 22, 2013. Because of this, I would like to schedule an exit interview with you at some point during your last few days of service to our organization. The exit interview will provide company leadership with valuable insights into your experience with GCG Services and help highlight any areas in need of improvement.
I am attaching an exit interview questionnaire. Please read each question carefully and provide a well-thought out response. We are interested in your honest opinions both good and bad. The information you provide is confidential. It will not be associated with your name in any way, or placed in your employee file. The answers from your exit interview will be combined with the answers of other exit interviews and presented to management as a whole. The combined report will be used by the company as an evaluation and planning tool.
You may write your answers directly on the questionnaire, or you may present them verbally during our meeting. I would like to schedule your exit interview for June 20 or June 21 at a time that is most convenient for you. Please send me an email at [email] to provide me with your date and time preference. The interview will take place in the executive conference room located in building C. The interview should take approximately 30 to 45 minutes.
Please feel free to call me at (555)-555-5555, extension 47, if you have any questions or concerns pertaining to the exit interview. You may also send an email to the email address provided above. We wish you well in your next position. I look forward to speaking with you soon.
Human Resources Supervisor
GCG Services, Inc.
Exit interview questionnaire