Exit interview meeting invitation letter template
Our Exit Interview Meeting Invitation Letter template streamlines the process, ensuring a smooth and professional communication with departing employees.
Use this model letter to invite an employee to an exit interview where you can gather information about their experience and reasons for leaving the organisation.
- 1 page / 99 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Exit interview meeting invitation letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to exit interview
Further to your recent resignation, you are invited to attend an exit interview with [name] on [date] at [time], which is to be held at [venue].
The purpose of the
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The exit interview letter invites the employee to a meeting where they can share feedback about their work experience and the company.
It includes meeting details and topics to be discussed to help the employer gather insights for improvement and foster a positive exit experience.
Direction:
Compliance
Compliance
This Exit interview meeting invitation letter template incorporates relevant UK laws and HR standards, including those listed below:
There is no legal requirement to conduct an exit interview, but they can provide you with some useful information about underlying issues within your organisation.
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The employee has a right to decline the invitation to the exit interview.
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The exit interview should be conducted in a private and confidential setting.
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The employer should not use the exit interview to discriminate against the employee.
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The employer should not use the exit interview to coerce the employee into signing a waiver or release of claims.
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The employer should ensure that the employee's personal data is handled in accordance with data protection legislation.
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The employer should be prepared to address any concerns or complaints raised by the employee during the exit interview.
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The employer should provide the employee with information on any post-employment obligations, such as restrictive covenants or confidentiality agreements.
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The employer should consider the timing and scheduling of the exit interview to ensure that it does not interfere with the employee's final days of work or transition to a new job.
An exit interview should not be held on the employee's last day as they may be somewhat disengaged at that point and honest feedback may not be as forthcoming; aim to hold the interview a week before they leave.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Exit interview meeting invitation letter template, to understand the workflow.
Resignation acceptance letter
If an employee resigns, issue this model resignation acceptance letter to provide specific end of contract information, such as the date of their last day of work.
Exit interview meeting script
Our Exit Interview Meeting Script Template streamlines the process, ensuring comprehensive feedback and valuable insights for organisational improvement.
Timings
Timings
Follow these best practice actions to get the most from the Exit interview meeting invitation letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Employee submits resignation letter | Employee | Upon decision to leave |
| 2 | HR acknowledges receipt of resignation | HR | Within 1-2 business days |
| 3 | Schedule exit interview meeting with the departing employee | HR | Within 1 week of notice |
| 4 | Issue the exit interview meeting invitation letter | HR/Manager | Within 2 business days |
| 5 | Conduct the exit interview meeting | HR | On agreed-upon date |
Practical example
Practical example
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Scenario
ABC Limited, a UK-based company, schedules exit interviews for departing employees to gather feedback and insights about their experiences with the company. HR Manager Sarah is responsible for conducting the exit interviews and driving improvements based on the insights gathered. She is also tasked with drafting an exit interview meeting invitation letter to invite the departing employee to participate in the exit interview.
Initial Response
Sarah schedules an exit interview for the departing employee, ensuring that HR conducts the meeting in accordance with company policy. She confirms the date, time, and location of the meeting and prepares to facilitate a constructive discussion.
Drafting the Letter
Sarah carefully drafts the exit interview meeting invitation letter, emphasising the importance of the feedback being sought and how it will be used to drive improvements and identify development opportunities within the company. The letter is professional, respectful, and encourages the departing employee to provide honest feedback.
Content of the Letter
The exit interview meeting invitation letter formally invites the departing employee to participate in an exit interview conducted by HR Manager Sarah. It explains that the purpose of the exit interview is to gather feedback and insights about the employee's experiences with ABC Limited. The letter assures confidentiality and emphasises that the insights gathered will be used to drive possible improvements and identify development opportunities within the company.
Sending the Letter
Once finalised, Sarah sends the letter to the departing employee via email or post, ensuring timely delivery. She expresses appreciation for the employee's participation and encourages them to provide honest feedback to help shape the company's future.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Exit interview meeting invitation letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the Exit interview meeting invitation letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the Exit interview meeting invitation letter template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the Exit interview meeting invitation letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Exit interview meeting invitation letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
