Employers are generally advised by human resource experts to hold an exit interview or obtain a exit statement from an employee leaving the employment of the employer.  This is recommended for several reasons:
* Document the reason for the employee leaving their employment with the employer.
* For employees who resign or leave on their own accord, to determine why the employee is leaving to determine if there are ways to reduce employee turn-over costs.
* To assure that all elements of the employee's leaving are complete such as retrieving keys to the employer's facilities, retrieving various records the employee may have, clarifying the handling of any employee benefit programs that may need to be transferred.
* Etc.

The information contained in this report is advisory only and is not legal advice.  This information is an accumulation of thoughts from various human resource publications and other reference sources used by attorneys.  It is not the intent of this information to be used in the form presented but is intended to provide the reader with issues and options to consider in deciding whether to develop an exit interview or exit statement program in their business and if so, items to consider in developing such a program.

EXIT INTERVIEW vs. EXIT STATEMENT

Most human resource experts recommend a employee exit interview.  This is particularly true when there are various employee benefits to be transferred or continued, a severance pay issue to deal with, or verification of why the employee is leaving the firm.  An employee statement is far less complex but in many cases fails to resolve these issues of benefit transfers or continuation, and severance pay issues.  An exit interview is a face to face meeting with the exiting employee.  The exit statement may be simply a form the exiting employee completes prior to their receiving their last pay check.

EXIT INTERVIEW

Experts suggest the following elements be included in an exit interview program:
* Plan the exit interview in advance.  An exit interview is NOT the time when the employee is notified they are being fired, laid off, etc.  The exit interview is another meeting following the notification by either party that the employee will be leaving the firm.
* The exit interview should be conducted by someone who is not the immediate supervisor of the employee who is leaving the firm.  There should be two members of the management team present at the exit interview.
* The exit interview should be held in an office that provides privacy to all parties.
* The exit interview should be held as close to the time of departure of the exiting employee as possible.
* Only ask appropriate questions.  NOT all questions are appropriate for every exit interview.  For example, for employees who are involuntarily terminated, asking why they are leaving the company is inappropriate and damaging to the exit interview.
* The employee is NOT required to answer every question.  The exit interview is considered a voluntary act by the exiting employee and responses should not be forced.
* Reassure the worker that his/her responses to the exit interview questions will be held in confidence and used by the company to improve their employment practices and the information will not be used in future job references.
* The exit interview is NOT a time for the worker to negotiate to retain his/her position if the worker is leaving involuntarily.  The involuntary departure of the employee has already been decided and that decision is irrevocable at the exit interview.
* The exit interview should be conducted in a very business-like manner.  A patient, courteous, and thoughtful meeting.
* There should not be gratuitous statements like, "You were the best ___ we ever had." Or, "If I had my way, you'd be here as long as you wanted."
* Talk about the future with a genuine concern for the employee's future.
* Do not make any commitment on future job reference information that the firm may provide on the exiting worker.
* Take notes of the worker's statements during the exit interview.
* It is appropriate to have the exiting employee complete a exit statement as part of the exit interview.

EXIT INTERVIEW AND EXIT STATEMENT SAMPLES

Following are samples of the types of questions human resource experts recommend for exit interviews and exit statements.   It is not the intent that these samples be used in the form presented but it is intended to provide the reader with issues and options to consider in deciding whether to develop such forms for their business and if so, items to consider in developing such forms.