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Exit interview meeting invitation letter

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Exit Interview template toolkit:

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.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is an Exit interview meeting invitation letter?

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.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as reasonably possible after resignation, with the meeting taking place no later than 1 week before departure.
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this letteris executed effectively?

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

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

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.

  • The employee has a right to decline the invitation to the exit interview.

  • The exit interview should be conducted in a private and confidential setting.

  • The employer should not use the exit interview to discriminate against the employee.

  • The employer should not use the exit interview to coerce the employee into signing a waiver or release of claims.

  • The employer should ensure that the employee's personal data is handled in accordance with data protection legislation.

  • The employer should be prepared to address any concerns or complaints raised by the employee during the exit interview.

  • The employer should provide the employee with information on any post-employment obligations, such as restrictive covenants or confidentiality agreements.

  • 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.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Exit interview meeting invitation [Delete this line]

[Company name]

[Sender address]



[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 interview is to gather your thoughts about your experiences while working for [Company]. I would be grateful for you to share your honest feedback, and any comments or suggestions that you make will be held in confidence.

This information will help us to improve our overall performance and levels of service to our remaining and new employees.

I appreciate your help and assistance, and look forward to our meeting.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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In which communication or process sequence does this template belong?

Previous step
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.

This step
Exit interview meeting invitation letter template
Next step
Exit interview questions form template

Our Exit Interview Questions Form ensures a thorough and structured approach to gathering valuable feedback from departing employees.

Exit interview meeting invitation letter
exit interview meeting invitation letter