5 Great Exit Interview Email Templates To Copy & Paste

Sending an exit interview email is a key part of a thoughtful offboarding process.

Using a template takes the guesswork out of what to say, helping you communicate clearly and professionally every time.

Tips for Writing Exit Interview Emails

• Keep the subject line direct. Use something clear like “Exit Interview Invitation” or “Following up on your departure.” This ensures your email gets noticed and communicates its purpose immediately.
• State the purpose upfront. Open by saying you’d like to schedule an exit interview. Being direct respects their time and sets a professional tone for the conversation.
• Stress that it’s voluntary and confidential. This is key. Reassure the departing employee that their participation is optional and their feedback will be handled with discretion. This builds trust and encourages honest, valuable insights.
• Outline the logistics. Clearly state who will conduct the interview, how long it will last, and whether it’s in-person or virtual. If it’s a video call, provide the link upfront to make it easy for them.
• Give a brief overview of the topics. Let them know you’ll be discussing their experience in their role, the company culture, and their reasons for leaving. This helps them gather their thoughts and come prepared for a productive chat.

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 a Team Departure: [Employee Name]

Hi team,

This email is to let you know that [Employee Name] will be leaving their position as [Employee's Position]. Their last day with us will be [Last Day of Employment].

We want to thank [Employee's First Name] for their contributions and wish them the best in their next chapter. To ensure a smooth transition, [Name of Colleague Taking Over] will be assuming their responsibilities. Please direct any related questions to them moving forward.

We invite you to join us in wishing [Employee's First Name] farewell at [Location of Farewell Gathering] on [Date and Time].

Best,

[Your Name]

[Your Position]

</template>

2) Feedback Request Email Template

<template>

Subject: Feedback on Your Experience at [Company Name]

Hi [Employee's First Name],

As you prepare for your next step, we’d appreciate the opportunity to learn from your experience here. Your perspective is valuable in helping us improve our workplace for the team.

We would like to schedule a brief, confidential chat to hear your thoughts on your role, our company culture, and any insights you have that could make [Company Name] a better place to work. The conversation will be with [Interviewer's Name] and should take about [Duration, e.g., 30-45 minutes].

Please let me know what time works best for you before your last day on [Last Day of Employment].

Thank you again for your contributions.

Best,

[Your Name]

[Your Position]

</template>

3) Knowledge Transfer Email Template

<template>

Subject: Knowledge Transfer for [Employee's Position]

Hi [Employee's First Name],

To ensure a smooth transition as you prepare to depart, we need to coordinate the handover of your key responsibilities. This process will help us maintain momentum on current projects and support the team effectively.

Could you please start by documenting essential information? This includes an overview of your current projects, key contacts, and any recurring tasks. Please save all relevant files and documents to [Shared Drive/Folder Location].

Once you've had a chance to gather this information, let's schedule a meeting with [Name of Colleague Taking Over] to walk through everything. This will give us a chance to ask questions and ensure a complete handover. Please let me know what time works for you.

Your cooperation is greatly appreciated and will make a significant difference for the team.

Best,

[Your Name]

[Your Position]

</template>

4) Exit Survey Email Template

<template>

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

Hi [Employee's First Name],

As you wrap up your time at [Company Name], we’d like to invite you to share your feedback through our exit survey. Your perspective is important for helping us understand our strengths and identify areas for improvement.

The survey is a straightforward way to share your thoughts on your own time. It should take about [Estimated Time, e.g., 10-15 minutes] to complete and covers topics like your role, team dynamics, and overall company experience. All responses are confidential.

You can access the survey here: [Link to Survey]

Thank you for your contributions to the team. We appreciate you taking the time to provide this valuable feedback.

Best,

[Your Name]

[Your Position]

</template>

5) Goodbye Message Email Template

<template>

Subject: A quick goodbye + thank you

Hi everyone,

I’m writing to let you know my time at [Company Name] is coming to a close, and my last day will be [Last Day of Employment].

I’ve so enjoyed my time here as [Your Position] and I’m incredibly grateful for the opportunity to have worked with and learned from you all. I’ll be taking many great memories with me.

I’m excited for what’s next, and I wish you and the company nothing but the best. Please feel free to stay in touch! You can find me on LinkedIn or reach me at [Personal Email Address].

All the best,

[Your Name]

</template>

What About Using Flodesk?

Sending professional exit interview emails is straightforward with the right templates, and Flodesk makes the process even smoother. We provide intuitive email marketing tools designed for small businesses, allowing you to manage and grow your email list with ease. You can build, send, and automate all your communications—from exit interviews to marketing campaigns—without needing any technical or design background.

Our platform is built around a simple email builder, effective automations, and well-designed forms, giving you a complete toolkit for your email needs. We focus on helping you send emails that look good and get results, simplifying the entire process from start to finish. It’s a direct approach to email marketing that empowers businesses to connect with their audience effectively.

Wrapping Up

A well-structured exit interview process, starting with a clear email, sets the tone for a professional departure. These templates provide a solid foundation for communicating effectively during this important transition.

Flodesk gives you the tools to manage all your business communications, including offboarding emails, with thoughtful design and simple automation. Take control of your email and sign up to begin.