How to conduct an exit interview
A complete guide to conducting exit interviews that generate useful feedback. Learn how to ask the right questions and use feedback to improve retention.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about conducting exit interviews in Australia. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why exit interviews matter
Exit interviews are your opportunity to understand why employees leave and what you can do to improve retention. Departing employees are often more candid than current staff, providing honest insights about your workplace culture, management practices, and areas for improvement.
When done well, exit interviews help you identify patterns, address systemic issues, and make changes that reduce turnover. They also leave departing employees with a positive final impression – important for your employer brand and potential future rehires.
6 steps to conducting an exit interview
Follow this process to gather valuable, actionable feedback from departing employees.
Schedule the interview appropriately
Arrange the exit interview for the employee's final days, in a private, neutral setting.
Tips:
- Schedule during the final week, ideally 1-2 days before their last day
- Allow 30-45 minutes for a thorough conversation
- Use a private meeting room, not the manager's office
- Have someone other than the direct manager conduct it if possible
Choose the right interviewer
Select someone the employee can speak openly with, ideally not their direct manager.
Tips:
- HR representative is often the best choice
- A senior manager from another department can work well
- The direct manager may inhibit honest feedback
- Some companies use external consultants for confidentiality
Prepare your questions in advance
Have a structured set of questions to ensure consistent, useful feedback.
Tips:
- Mix open-ended and specific questions
- Cover key areas: role, management, culture, development, reasons for leaving
- Prepare follow-up prompts to dig deeper
- Use a consistent template for all exit interviews to track trends
Create a comfortable environment
Help the employee feel safe to provide honest, constructive feedback.
Tips:
- Explain how feedback will be used (anonymised, for improvement)
- Assure them honest feedback won't affect their reference
- Start with easier questions before sensitive topics
- Listen more than you speak – this is about their experience
Conduct the interview professionally
Guide the conversation to gather useful feedback while respecting the employee.
Tips:
- Thank them for their time and contributions
- Ask open questions and let them talk
- Don't argue or become defensive about criticism
- Probe for specifics: "Can you give me an example?"
Document and act on the feedback
Record the insights and use them to improve your workplace.
Tips:
- Take notes or complete a structured form during/after
- Anonymise feedback before sharing with management
- Look for patterns across multiple exit interviews
- Create action items and track improvements
Streamline offboarding
RosterElf HR Hub helps you manage exit interviews, final pay, and offboarding checklists. Built for Australian small businesses.
Exit interview questions by category
Use these questions as a starting point for your exit interview template.
Reasons for leaving
- What prompted you to start looking for a new role?
- Was there a specific event or decision that influenced your choice to leave?
- What does your new role offer that we didn't?
Role and responsibilities
- Did your role match what was described when you were hired?
- Were your responsibilities clear and achievable?
- Did you have the resources and tools needed to do your job well?
Management and leadership
- How would you describe your relationship with your direct manager?
- Did you receive regular, useful feedback on your performance?
- Did you feel supported in your professional development?
Culture and environment
- How would you describe the workplace culture?
- Did you feel valued and recognised for your contributions?
- Was there anything about the work environment that affected your decision?
Improvements
- What one thing would you change about working here?
- What would have made you stay?
- What advice would you give to your replacement?
Wrap up
- Would you consider returning to work here in the future?
- Would you recommend this company to a friend looking for work?
- Is there anything else you'd like to share?
Exit interview do's and don'ts
Follow these guidelines for productive, professional exit interviews.
| Do | Don't |
|---|---|
| Listen actively without interrupting | Argue with or dismiss their feedback |
| Ask follow-up questions for clarity | Make promises you can't keep |
| Thank them for their honesty | Press for names or blame others |
| Keep the conversation professional | Discuss confidential information about others |
| Document feedback objectively | Share verbatim feedback that identifies them |
| Look for patterns across interviews | Overreact to one person's perspective |
Frequently asked questions
- No, exit interviews are not legally required in Australia. However, they're a valuable HR practice for understanding why employees leave and identifying areas for improvement. Many organisations conduct them as standard practice.
- Ideally, someone other than the employee's direct manager – typically an HR representative or a senior leader from another area. Employees are more likely to be honest when speaking to someone they don't report to directly.
- Schedule it during the employee's final week, ideally 1-2 days before their last day. This gives them time to reflect but ensures they're still engaged. Some companies also send a follow-up survey 1-2 weeks after departure.
- Yes, exit interviews should be voluntary. Forcing participation may result in unhelpful responses. If an employee declines, you might offer alternatives like a written survey or the option to provide feedback later.
Related resources
More guides to help you manage the employee lifecycle.
Streamline your HR processes
Join thousands of Australian businesses using RosterElf to manage HR tasks efficiently. Built for Australian small businesses.