An exit interview is one of those things that you may have to do when you quit a job voluntarily.  A company typically does not offer an exit interview when there are layoff or termination and generally reserve the exercise to resignations.

So, you may ask, what is an exit interview?

An exit interview is an opportunity for a human resources team member or a manager to have a candid conversation with an employee who is leaving his/her position from the company.  An exit interview is a mechanism to gather constructive feedback and then in conjunction with other feedback refine aspects of company culture, hiring practices, talent development and personal growth, and career advancement.  An exit interview may also shed light on the negative issues that may have led the employee to resign – such as toxic culture, horrible bosses, discrimination, and other illegal acts.

The importance of exit interviews from a company perspective is crystal clear.  But even for employees, the exit interviews offer an awesome opportunity to make a last good impression. We will address what you should say and not say during an exit interview in a little bit.

When do companies conduct an exit interview?

The better question should be when shouldn’t a company conduct exit interviews.  Ideally, an exit interview should be a part of all voluntary separations. However, companies may pick and choose who to conduct exit interviews.  In some firms, the exit interviews may be limited to the executive ranks. In some other companies, they may limit the exit interviews to those who are on a list of high-value employees.  Exit interviews are rare at very junior levels and in positions where turnover is rather high. (For example, a fast food worker may not receive an exit interview.)

The reasons for a company to want to interview people who are leaving is multifold.

1. They want to know the reasons so that they can discern patterns on who, when, how, and why people are leaving.
2. Get feedback from former employees about where to improve things – culture, process, workflows, structure and the like.
3. Identify any black sheep – like a toxic boss – or untenable situations such as non-compliant activities. (It is well known that people leave managers, not necessarily jobs.)

And of course, smart companies do not wait to conduct exit interviews. They conduct ongoing surveys and have a feedback mechanism.  Indeed, a book called “Stay Interviews” talk about this very topic.

Typically, an HR representative or an admin assistant to a manager will reach out to you between the time you submit your resignation and your notice period is up.  They will try to schedule a meeting before your security credentials expire and you return your badge and walk out of the building.

Should I participate in an Exit Interview?

Technically, the company cannot force you to sit for an exit interview, unless of course, your employment contract has such a clause (which is highly unlikely.)  Participating in exit interviews is voluntary and professional courtesy.  You do it because you were part of the company and possibly want to continue to do well and course correct if anything were to be amiss.  This assumes you are leaving the company on good terms and on to better pastures.  If you are leaving under duress, then also it may be a good opportunity to communicate the source of your distress to your HR partners.

If the terms of separation are not so friendly, and you are seething with anger and disdain, it may be a good idea to decline and sit out the exit interview.

However, if you need some convincing, here are three reasons to participate in an exit interview.

1. Despite ups and downs, you have fond memories of your time at the company.
2. You have some observations and suggestions on how to improve the workplace.
3. The world is small, and in particular, the industry is a revolving door of talent moving from one firm to the other. Hence, you want to part on amicable terms.

How does Exit Interviews work?

There is no need to panic and stress about an exit interview. While the format and the structure of exit interviews vary widely from company to company, here is in general what you might expect.

An HR person or an admin will call or email and request your participation in an exit interview. During the interview typically one or two representatives from HR or an HR person and a manager may be present on behalf of the company.

After pleasantries, they will inquire about your time in the company. These include the job (or jobs) you held at the company, your experience, interactions with other colleagues and managers, and things that you like and dislike.  Also, they may ask about why you are leaving and the underlying reasons for the move.  They may also ask you to share anything that you’d like to say in parting.

In the end, there may be a polite handshake and parting of ways.  That’s it.

What types of questions will I get in an Exit Interview?

While there is no hard and fast rule as to what type of questions will be a part of an exit interview, here are some common questions.

• May we know what is driving your decision to leave the company?
• What circumstances led you to start exploring outside opportunities?
• What is the primary motivation for you to accept the new position?
• Is there anything we can do to change your mind? (Or) Are there circumstances that would make you come back to work for the firm?
• How do you describe your time with the company?
• What are some positive aspects of your job? And what are some negative aspects of your job?
• How was your relationship with your managers and coworkers?
• In your time with the company, did you feel your efforts were recognized and your contributions rewarded appropriately?
• Do you feel you had adequate opportunities for advancement?
• Do you feel you were well compensated for your work?
• Are there any aspects of company culture that you did not like?
• Do you feel you had the tools, training, and support to be successful at your job?
• What aspects can we improve at the firm?
• Who do you think would be an ideal replacement for you?
• Is there anything else you want to share with us?

How to answer typical Exit Interview questions?

The best policy, as always, is honestly answering the questions to the best of your knowledge. There is no right or wrong answer.  However, you may temper any of the statements so that you don’t come across as someone who is holding a grudge or someone who is completely checked out.

For example, if your motivation for leaving the job is money, you may state it politely, “At this stage of my career I am trying to maximize my earning potential, and the new job affords me that opportunity.” This is a better way to phrase your reason to leave, rather than blurt out, “You always underpaid and it is high time I bolted from this cheapo place.”

Or if the company asks, “What aspects of the company do you think we can improve?”, ensure you give a thoughtful answer rather than flippantly remark, “Everything sucks.”  That’s not a way to endear yourself on the last day of your interactions at your work.

Exit Interview is not the forum for formal complaints:

Please remember that exit interviews are for general feedback and discussion about why you are leaving and what areas the company can do better.  It is not a place to file a formal complaint. For example, sexual harassment, discrimination, illegal business practices, and other things that warrant a formal HR and at times regulatory complaints should be handled separately.)

In some cases, you may need the help of an attorney.

Dos and Don’ts in an Exit Interview.

• Do not make the exit interview into a vengeful meeting to settle scores. (While you may think you are putting someone under the bus, it may not materialize.)
• Do not lie or exaggerate to make a point. (Truth will come out.)
• Do not come across as a sour puss. (No one likes a sour puss.)
• Don’t make it a venting session. (It is not your therapist’s couch.)
• Don’t argue or put people down. (It will only make you feel good temporarily, and later it will make you feel icky.)
• Don’t boast about your new job. (You haven’t yet worked there even a day.)
• Be professional. Be honest. Be polite. Be even keel. (Even if you are super peeved at the company and don’t have anything good to say, it is better not to say much then.)
• Do plan on what you will say and anticipate questions and prepare your responses. (You do need elevator pitch type answers to make sure you are crisp and coherent.)
• Leave on a good note. (Make them feel that they are ones who will be missing your presence, your skills, and your contributions.)

Note: The article about exit interviews is for general information only. If you have specific issues or complaints, please consult an attorney.