Template: Exit Interview Invitation Letter
An exit interview captures departing employee feedback on workplace culture, management, and role fit. This template invites them to a brief, structured conversation before or shortly after their final day. Use it within notice period or immediately after departure.
Exit interviews yield candid insight into what worked and what didn't—information you cannot get after someone leaves. In Switzerland, conducting one during or just after the notice period is standard practice and shows professional respect.
This template is brief and neutral in tone. It does not pressure attendance; participation is voluntary, though most employees cooperate when asked formally and given clear purpose.
When to Send
Send this invitation as soon as the departure is confirmed or agreed. If the employee has given notice, invite them within the first week of their notice period. This gives you time to schedule and conduct the interview before their final working day.
If the employee has already left, send the invitation within 5 working days. After that, engagement drops sharply and responses become less reliable.
- Send during notice period if possible
- If already departed, send within 5 working days
- Allow 1–2 weeks for the employee to respond and select a time slot
- Schedule the interview 2–3 days before their last day, or within 10 days of departure
- Confirm attendance 48 hours before the meeting
- Keep the meeting to 30–45 minutes
What to Include in Your Invitation
Name the person conducting the interview (usually HR, hiring manager, or founder). Explain the purpose: to gather feedback on their experience and identify strengths and improvements. Reassure them that feedback is confidential and used to improve working conditions.
Offer a choice of times and format (in-person, Teams, or phone). Make it easy to decline; do not make it mandatory. Offer a small token (coffee, small gift) if your budget allows—it signals respect for their time.
- State the interviewer's name and role
- Explain the purpose clearly: feedback, not evaluation
- Assure confidentiality within legal and management scope
- Offer 3–4 time slots across 2–3 days
- Offer format choice: in-person, video call, or phone
- Include your direct contact for questions or rescheduling
After the Interview
Document key points during or immediately after the conversation. Focus on facts: role clarity, workload, team dynamics, management feedback, and reasons for departure. Do not record without explicit consent (Swiss privacy law requires it).
Use feedback to identify patterns. If multiple departures cite the same issue, prioritize action. Share de-identified insights with your team. Thank the employee in writing and confirm that any outstanding pay, Arbeitszeugnis, or reference letter will be handled on time.
- Take handwritten or typed notes during the interview
- Do not record without written consent
- Focus on role, team, management, and departure reason
- Look for patterns across multiple interviews
- Share anonymised insights with your leadership
- Confirm final pay, reference letter, and data deletion timeline in writing
Frequently asked questions
- Is an exit interview legally required in Switzerland?
- No. Exit interviews are voluntary for the employee. However, conducting one is best practice and shows professionalism. There is no statutory obligation to do so, but no legal bar either. Check your company policy or employment contract to confirm whether you mention it.
- Can I use exit interview feedback to challenge a resignation?
- No. The exit interview is for listening and learning, not negotiation. If an employee raises a fixable concern (e.g. flexible hours, workload), you may offer to discuss it—but respect their decision to leave. Using feedback as leverage damages trust and future employer reputation.
- What do I do with the exit interview notes?
- Store them securely and separately from the employee's personnel file, unless local data protection law permits otherwise. After 3–5 years, delete them or anonymise them. If an employee requests access under their GDPR right to their personal data, provide de-identified notes only. Consult a lawyer if unsure.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.