Exit interview meeting invitation letter template
Template implementation:
Legal compliance
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Document sequence
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Best practice timings
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Practical example
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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.
[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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Legal compliance
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.
What is this 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.
Document sequence
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.
Exit interview questions form template
Our exit interview questions form template contains 38 questions for a thorough and structured approach to gathering valuable feedback from departing employees.
Best practice timings
Best practice for using the Exit interview meeting invitation letter template, including key actions 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
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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.
