Exit Interview Email

Exit interview email is usually written by a human resource manager to an employee who wants to quit the organisation. The purpose of the exit interview email is to know the reasons that forced the employee to leave the company. It helps in improving the working environment within the organisation.

In the opening paragraph, you should mention that the exit interview of the employee has been scheduled. Mention the exact date and time of the exit interview and also include the name of the official who will conduct the exit interview.

In the second paragraph, you need to ask the reasons why the employee wants to quit the organisation. The purpose of asking this question is to eliminate those things that are of concern to the employees and to improve the working environment.

In the final paragraph, you should mention that you want to discuss the working conditions with the employee, who has already resigned. Also mention that the suggestions of the employee will help in the improvement of the organisation in an effective manner.

Instructions

  • 1

    Sample of Exit Interview Email


    To: tommysmith@michaelindustries.com

    Dear Tommy,

    I, Thomas Moore assistant HR manager, am writing this email to you in response to your resignation from our company, Michael Industries. We have accepted your resignation and have also scheduled an exit interview with human resource manager Mr. John Conroy on May 20, 2013 at 11 am.

    The main intention of this exit interview is to know what forced you to leave this organisation. If you are leaving this organisation because of some problem, then please let us know during the interview which will help us in improving the working environment of this organisation.

    Please feel free to ask any question that you have regarding the exit interview.

    Yours Sincerely,

    Thomas Moore
    Assistant Human Resource Manager
    Michael Industries

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    Template of Exit Interview Email


    To: [Email address of employee]

    Dear [name of employee],

    The main reason of writing this email is that I, [write your name], want to let you know that your exit interview has been scheduled with [write interviewers name] who is [write designation] at [company’s name] on [write date and time].

    The purpose of this exit interview is to know the reasons behind your resignation which may or may not be due to any of our shortcoming.

    Our main intention is to improve the working environment of the organisation and this exit interview will help us a lot in this regard. If you have any questions, let us know.

    Yours Sincerely,

    [Your name]
    [Designation]
    [Company’s name]

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