Every employee leaving the Company is to be extended
the courtesy of a final interview with a member of management to whom
this responsibility is delegated.
- Exit Interview Form
Employee leaving the organization is supposed to fill the exit
Interview form and HR person who is taking interview has to put
his/her comments on that.
- Exit Interview Procedure
- The exit interview, conducted by the HR Manager or
designated staff member, is to be held:
In the event of a release, on the final day of employment. The
employee should not return to work following the interview;
therefore, the time of the interview is to be set accordingly;
In the event of a voluntary resignation or retirement, the exit
interview may take place one or more days prior to the date of
- When the work of a probationary or temporary employee has
been good, a compliment regarding his or her performance is in
order. Such employees should be told that they will be called
for work again when it is available. In the case of employees
whose work has not been satisfactory, do not encourage hopes of
securing re-employment at a later date.
- Make an effort to "sell the employee off the job." If the
reason for release is unsatisfactory performance, do not use
business conditions as an excuse to the employee. Refer to the
corrective interviews, which have taken place and point out that
an opportunity to improve has been provided. In order to
preserve self-confidence and self-respect, advise that although
results on this job were unsatisfactory, it does not mean that a
different line of work would also prove to be unsatisfactory.
font class="text" Point out the employee's favorable qualities with the suggestion
that if properly directed they may provide considerable success
elsewhere. Leave the employee with the thought that the Company
is anxious to help and that this release is to the employee's
- Do not discuss details with the employee in cases involving
unsatisfactory references, suspicion of misconduct, etc.
- If the employee is leaving voluntarily, determine as
accurately as possible the real reason for leaving. If the
employee is leaving to work elsewhere, attempt to find out the
name of the company, type of work, rate of pay, and how the job
Discuss any factors or conditions, which might be affecting the
efficiency, performance, and morale of the remaining employees
that may necessitate corrective action by the Company.
Discuss briefly the employee's record in the department as to
work, attitude, and deportment. Question the employee in order
to draw out any comments, complaints, and grievances the
employee may have regarding the job, the department, and the
Company, provided there is not a union organizing campaign in
progress at the time. If there is such a campaign, confer with
the president prior to conducting the exit interview.
- Advise the employee of matters such as final pay, vacation
pay, Company benefits, etc.
- Explain the Company's re-employment policy to the employee.
- Advise the employee of the date on which Mediclaim
terminates, where appropriate.
- Ensure that any Company property or material in the
employee's possession has been returned.
- Obtain the address at which the employee can be reached for
the purpose of directing Form-16 or any other document.
- In circumstances that might prove embarrassing to either the
employee or the Company, ensure that the employee receives
whatever money is due and leaves the building immediately. In
such cases, do not let the employee return to his department.