Exit interview meeting invitation letter template

£ 15

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.

What is this letter for?

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. This helps the employer gather insights for improvement and foster a positive exit experience.

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.

  • The employee has a right to decline the invitation to the exit interview.

  • The exit interview should be conducted in a private and confidential setting.

  • The employer should not use the exit interview to discriminate against the employee.

  • The employer should not use the exit interview to coerce the employee into signing a waiver or release of claims.

  • The employer should ensure that the employee's personal data is handled in accordance with data protection legislation.

  • The employer should be prepared to address any concerns or complaints raised by the employee during the exit interview.

  • The employer should provide the employee with information on any post-employment obligations, such as restrictive covenants or confidentiality agreements.

  • 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.

Workflow sequence

Previous step
Letters
Resignation acceptance letter template

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.

This step
Exit interview meeting invitation letter template
Next step
Forms
Exit interview questions form template

Our Exit Interview Questions Form ensures a thorough and structured approach to gathering valuable feedback from departing employees.

Implementation timeline

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

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Practical example

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.

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Specifications

Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
99 words, 1 page A4
Date last reviewed icon
Date last reviewed
1 June 2024
exit interview meeting invitation letter template

Exit interview meeting invitation

[Company 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 interview is to gather your thoughts about your experiences while working for [Company]. I would be grateful for you to share your honest feedback, and any comments or suggestions that you make will be held in confidence.

This information will help us to improve our overall performance and levels of service to our remaining and new employees.

I appreciate your help and assistance, and look forward to our meeting.

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Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Why choose our Exit interview meeting invitation letter template?

Our content:

Is easy to edit and execute, with comprehensive implementation guidance.
Is designed by accredited, experienced HR practitioners.
Maintains your compliance with ACAS guidelines, legislation, and industry best practices.
Includes 12 months access to your purchase, with email alerts if updated or expanded.

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