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View full libraryThe Exit Interview Meeting Invitation Letter formally invites an employee to an exit interview before or shortly after they leave the organisation. It explains the purpose of the discussion and provides an opportunity for the employee to give honest feedback about their experience, reasons for leaving and any suggestions for improvement.
Use this template to:
If you are conducting employee exit interviews, the toolkit brings together practical HR templates covering preparation, questions, feedback, recording and follow-up.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to exit interview
As you will shortly be leaving [Company Name], I would like to invite you to an exit interview to discuss your experience with the Company and your decision to leave.
The purpose of the meeting is to give you an opportunity to provide open and honest feedback about your employment, including what you have enjoyed, anything you feel could have been better and any suggestions you may have for improving the experience of employees in the future.
Meeting details
| Date: | [Date] |
| Time: | [Time] |
| Location / meeting method: | [Location / Video Meeting] |
| Meeting with: | [Name / Job Title] |
What we would like to discuss
The discussion may include:
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An Exit Interview Meeting Invitation Letter is used to invite an employee who is leaving the organisation to a structured discussion about their employment experience. It explains the purpose of the meeting and encourages the employee to provide honest and constructive feedback.
A well-structured exit interview can help an employer understand why employees leave, identify recurring issues and gather practical suggestions that may improve recruitment, retention, management and the wider employee experience.
The letter provides a professional framework for inviting a departing employee to discuss their reasons for leaving, what worked well during their employment and any areas where they believe the organisation could improve.
It can also give employees an opportunity to raise concerns that they may not otherwise have felt comfortable discussing during their employment and can help HR identify patterns across multiple departures.
The template is suitable for HR professionals, managers and employers who use exit interviews as part of their employee lifecycle or people management processes.
HR should record relevant themes and actions arising from the discussion and consider whether any issues require further investigation. Feedback can also be reviewed alongside other exit interview information to identify recurring trends in employee experience, management, culture, pay, development or working practices.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Exit interview meeting invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
The Resignation Acceptance Letter formally acknowledges an employee's resignation and confirms the arrangements for the end of their employment.
Our Exit Interview Meeting Script Template streamlines the process, ensuring comprehensive feedback and valuable insights for organisational improvement.
Use these best practice actions, recommended timescales and process stages to understand when and how the Exit interview meeting invitation letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
No. There is no general legal requirement for UK employers to conduct exit interviews. They are a voluntary HR practice that can provide useful insight into employee experience, retention and organisational issues.
Useful topics include the employee's reasons for leaving, their experience of management and communication, development opportunities, pay and benefits, working arrangements, workplace culture and any suggestions they have for improving the organisation.
HRDocBox combines deep HR knowledge, practical application and years of experience with real workplace and employee relations situations. The letter provides a professional starting point that encourages useful feedback while making clear that serious concerns may need to be investigated.
AI can produce a polite invitation to an exit interview, but the value of an exit process comes from knowing what you need to uncover and how employee feedback should be handled. HRDocBox combines UK employment-law knowledge, practical HR experience and best practice to create a more purposeful HR document.
The invitation should explain the purpose of the meeting, when and where it will take place and what the employee can expect to discuss. It does not need to list every question that will be asked, but giving the employee some context can encourage a more useful conversation.
The employer should take the concern seriously and consider whether it needs to be investigated under the grievance, disciplinary, safeguarding or another appropriate procedure. An employee leaving the organisation does not automatically remove the employer's responsibility to deal appropriately with concerns they raise.
It helped keep the communication consistent with the rest of our HR paperwork. We only changed a few details to reflect the particular circumstances. The relevant points were already laid out, which made the final check much quicker.
The wording gave us a clear basis for the correspondence. It gave us a useful reference when checking the final correspondence. We could see immediately which details needed to be personalised before sending it.
How this content is developed and reviewed
The Exit interview meeting invitation letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing exit interview HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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