Exit Interview Procedure
Who is covered by this procedure?
The exiting staff member, the line manager and the senior manager 
What is covered by this procedure?
This procedure outlines the process for carrying out an exit interview.
Purpose
The purpose of the exit interview is to:
•	Obtain feedback from the exiting staff member on the role content and the ease or difficulty of carrying it out
•	Identify any challenges in fulfilling the job role that may be resolved before filling the vacancy 
•	Give the exiting staff member a sense of closure so that they can move on positively.
The exit interview is held between the exiting staff member and their senior manager.

The procedure
Once a staff member has handed in their notice the following procedure will be put into place:
What	Who	Action	By when	
Exit interview arranged	Line manager arranges on behalf of senior manager and exiting staff member		Interview to be held at least two days prior to the staff member’s last day	
Staff member’s exit questionnaire sent 	Personnel	By email to staff member	At least two weeks before last day	
Senior Manager’s exit questionnaire sent	Personnel 	By email to line manager	At least two weeks before the last day	
Staff member’s exit questionnaire completed	Staff member	Returned by email to Personnel	At least two days prior to the exit interview	
Employer’s exit questionnaire completed	Line manager	Returned by email to Personnel	At least two days prior to the exit interview	
Copy of completed questionnaires sent to senior manager	Personnel		At least one day prior to exit interview to give them time to prepare	
Exit interview carried out	Senior manager and exiting staff member	Notes taken by senior manager		
Exit interview notes written up and sent to Personnel	Senior manager 	Email to Personnel and copy to line manager	Within two working days of the interview being carried out	
Analysis and identification of any action	Personnel	Review the questionnaires and notes and identify if any further action is required.  	Within one week of the interview being carried out.	

The staff member’s exit questionnaire

This is for all members of staff leaving [CHARITY NAME] from permanent posts.  Its purpose is to give the exiting staff member the opportunity to reflect on their time at [CHARITY NAME] and identify areas where [CHARITY NAME] can improve.  

The manager’s exit questionnaire 

This is for managers to complete when a member of their staff is leaving a permanent post.  Its purpose is to provide summary information about the exiting staff member for future reference.
This form will be kept on the staff member’s personnel file and will be used as the basis of any future references. 

The exit interview

The exit interview is carried out by the senior manager so that the employee has the opportunity to speak freely and frankly about their experience as a member of the team to a senior colleague.

We recommend that the senior manager carries out the interview away from the office.  Experience shows that this makes for a more relaxed and informative talk.  However, this is not mandatory.