5 Great Exit Interview Email Templates To Copy & Paste

Exit interview emails are a key part of a smooth offboarding process. They're your chance to gather candid feedback and ensure employees leave on a positive note.

Referring to a template removes the guesswork from writing these important messages. We've outlined five different types you can adapt for various situations.

Tips for Writing Exit Interview Emails

• Be direct. Your subject line and opening sentence should clearly state the purpose of the email. No need for fluff—get straight to the point to ensure the employee understands the request immediately.
• Offer flexibility. People have different comfort levels with feedback. Provide a few options for the interview, such as a video call, a phone chat, or a written survey. Empowering them to choose the format often leads to more thoughtful responses.
• Nail the timing. Send the email a few days before the employee's final day. This gives them time to reflect on their experience but keeps the conversation relevant while they're still wrapping up their duties.
• Reassure confidentiality. Employees need to know their feedback is a safe conversation. Include a brief line confirming that their responses will be kept confidential and used constructively to help the company improve.
• Keep it personal. Use their name and maintain a warm, appreciative tone. A simple, genuine thank you for their contributions goes a long way in ending the professional relationship on a positive note.

Types of Exit Interview Email Templates We Will Cover

1. Farewell Announcement Email Template
2. Feedback Request Email Template
3. Knowledge Transfer Email Template
4. Exit Survey Email Template
5. Goodbye Message Email Template

5 Exit Interview Email Templates

1) Farewell Announcement Email Template

<template>

Subject: Announcing [*Departing Employee's Name*]'s Departure

Hi team,

This email is to inform you that [*Departing Employee's Name*] will be leaving [*Company Name*]. Their last day will be [*Last Day of Employment*].

During their time as [*Employee's Position*], [*Departing Employee's Name*] played an important role in [*mention a specific project or achievement*]. We appreciate their contributions and wish them the best in their next venture.

To ensure a smooth transition, [*Interim Contact Person's Name*] will be taking over [*Departing Employee's Name*]'s responsibilities. Please direct any related questions to them moving forward.

Please join me in thanking [*Departing Employee's Name*] for their work and wishing them well.

Best,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

2) Feedback Request Email Template

<template>

Subject: Exit Interview & Feedback

Hi [*Departing Employee's Name*],

As your time with [*Company Name*] comes to a close, we'd like to invite you to an exit interview. Your feedback is valuable in helping us understand your experience and improve our workplace.

This conversation is a chance for you to share honest thoughts about your role, our company culture, and your overall experience. Please know that your responses will be kept confidential and used constructively.

We want this to be comfortable for you. Let us know if you'd prefer a video call, a phone call, or a written survey. We are happy to accommodate what works best.

Would you be available for a brief chat on [*Date*] at [*Time*]? If not, please suggest a few times that fit your schedule before your last day on [*Last Day of Employment*].

Thank you again for your contributions. We appreciate you helping us make [*Company Name*] a better place to work.

Best,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

3) Knowledge Transfer Email Template

<template>

Subject: Knowledge Transfer & Handover for [*Your Position*]

Hi [*Departing Employee's Name*],

To ensure a smooth transition as you prepare for your departure, let's coordinate the handover of your responsibilities. Your help in documenting your work is essential for the team's continued success.

Please begin compiling a handover document that outlines your key duties, ongoing projects, and their current statuses. It would be helpful to include a list of important contacts, access details for relevant systems, and the locations of any critical files.

Let's also schedule a meeting with [*Successor's Name or Interim Contact's Name*] to walk through this information. Please suggest a time that works for you before your last day on [*Last Day of Employment*].

Thank you for your support in making this a seamless process.

Best,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

4) Exit Survey Email Template

<template>

Subject: Your Feedback Matters: [*Company Name*] Exit Survey

Hi [*Departing Employee's Name*],

As you prepare to move on, we would appreciate you taking a few moments to share your thoughts through our exit survey. Your perspective is important for helping us refine our employee experience.

The survey is designed to be straightforward and covers different aspects of your time here. It should only take about [*Estimated Time to Complete, e.g., 10-15 minutes*] to complete. You can access it here: [*Link to Exit Survey*].

Please be candid. Your responses are confidential and will be used to identify areas where we can improve. We recommend completing it before your last day on [*Last Day of Employment*].

Thank you for your contributions to [*Company Name*] and for taking the time to provide this valuable feedback. We wish you all the best.

Best,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

5) Goodbye Message Email Template

<template>

Subject: Keeping in Touch

Hi team,

I’m writing to let you know that my last day at [*Company Name*] will be [*Last Day of Employment*]. I wanted to take a moment to say thank you for making my time here so rewarding.

I’ve genuinely enjoyed working with all of you and am proud of what we’ve accomplished together. I’ll especially remember our work on [*mention a specific project or memory*]. I've learned so much from each of you and appreciate all the support you've given me.

I'm moving on to [*New Company or Next Step, e.g., "a new role at X company" or "take some personal time"*] and am excited about what's ahead. I would love to stay in touch, and you can reach me at [*Personal Email Address*] or connect with me on LinkedIn [*Link to LinkedIn Profile*].

Wishing you all the best.

Best,

[*Your Name*]

</template>

What About Using Flodesk?

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Wrapping Up

Clear and thoughtful exit interview emails ensure a professional offboarding experience. The templates we've shared give you a solid foundation to build from.

When you're ready to apply the same care to your external marketing, Flodesk is here to help. Get started and create emails that resonate with your audience.