Manager Exit Interview Guide
Best Practices for Constructive Employee Departure Conversations
Core Guidance: Listen more than you talk, seek understanding rather than justification, and focus on organizational learning rather than changing the employee's mind.
Purpose
- Gather insights that may improve the employee experience.
- Support a smooth transition of work.
- Maintain a positive professional relationship.
- Thank employees for their contributions.
Best Practice Approach
- Ensure any exit interview is voluntary on the employee’s part.
- CIRES HR should generally conduct the formal exit interview to encourage candid organizational feedback. At CIRES, this type of information is solicited via a survey that preserves the employee’s confidentiality. CIRES HR may follow up with the exiting employee directly, and HR will also share results with respective CIRES unit if appropriate. Employees can also request a live exit interview with CIRES HR at any time.
- Managers should have a separate departure conversation focused on appreciation, learning, and transition planning.
- Avoid treating the conversation as a retention or negotiation discussion unless specifically authorized.
Timing
- Meet after the resignation has been accepted.
- Schedule the discussion early in the notice period.
- Avoid conducting the conversation immediately after the resignation announcement or on the employee’s final day.
Setting the Tone
- Express appreciation for the employee’s contributions.
- Explain that the discussion is intended to help improve the team and employee experience.
- Create a respectful, non-defensive environment.
Suggested Questions
- What aspects of your role did you enjoy most?
- What helped you be successful here?
- What challenges or frustrations did you experience?
- Was there anything I could have done differently to better support you?
- Did you have the feedback, direction, and recognition you needed?
- Did you see meaningful career growth opportunities here?
- What might have encouraged you to stay longer?
- What advice would you give me as your manager?
- What advice would you offer the team moving forward?
Manager Do’s and Don’ts
Do |
Don't |
Listen carefully and ask follow-up questions. |
Argue, debate, or defend decisions. |
Thank employees for their honesty. |
Take feedback personally. |
Look for recurring themes and trends. |
Dismiss concerns because you disagree with them. |
Document key takeaways after the discussion. |
Pressure employees to change their decision. |
Recommended 15–20 Minute Conversation Structure
- Opening: Thank the employee and explain the purpose of the discussion.
- Experience Discussion: Explore positive experiences, challenges, and opportunities for improvement.
- Future Focus: Seek advice for the team and manager.
- Closing: Express appreciation and support a successful transition.
Closing Message Example
“Thank you for everything you have contributed to the team. I appreciate your candid feedback and wish you success in your next opportunity. Please stay in touch.”
Stay Interviews
For remaining employees, consider utilizing the “stay interview” protocol. This practice proactively seeks to retain employees and improve or increase employee engagement.
Available Resources:
- CU HR offers a free Stay Interview training for managers and supervisors on this subject.