Exit Interview Form Sample and Departure Documentation

EXIT INTERVIEW AND DEPARTURE DOCUMENTATION

DOCUMENT CONTROL

• Effective Date: [Insert Date]
• Version: 1.0
• Jurisdiction: [Insert State/Province], [Country]
• Scope: Global Corporate Operations / Human Resources

1. OFFICIAL NOTICE AND DISCLAIMER

This document is a formal record of the voluntary or involuntary separation of the Employee from [Company Name]. Information provided herein is treated as confidential business intelligence and internal work product. This document does not constitute a waiver of any existing non-disclosure, non-solicitation, or non-compete agreements previously executed by the Parties. Participation in this interview is voluntary, yet highly encouraged to assist in operational improvements.

2. IDENTIFICATION OF PARTIES

• Company: [Company Name], a [State of Incorporation] corporation.
• Employee: [Full Legal Name], (hereinafter "the Employee").
• Departure Date: [Insert Date]
• Current Role/Title: [Insert Job Title]

3. OPERATIVE CLAUSES AND INQUIRIES

1. REASON FOR SEPARATION The Employee acknowledges their departure is due to: [ ] Voluntary Resignation (Reason: ____________________) [ ] Layoff/Reduction in Force [ ] Termination for Cause [ ] Expiration of Contract

2. KNOWLEDGE TRANSFER & INTELLECTUAL PROPERTY (IP) The Employee confirms:

• (a) All proprietary company data, physical assets, and digital credentials have been returned to [Company Name].
• (b) All intellectual property, works-in-progress, and trade secrets developed during tenure remain the sole property of the Company.
• (c) No proprietary code, client lists, or sensitive documents have been retained on personal hardware or cloud storage.

3. POST-EMPLOYMENT RESTRICTIVE COVENANTS The Employee acknowledges continuing obligations under the [Title of Original Employment Agreement/NDA], specifically regarding:

• (i) Non-solicitation of clients or employees for a period of [Duration].
• (ii) Perpetual non-disclosure of confidential trade secrets.

4. OPERATIONAL FEEDBACK (OPTIONAL)

• Primary drivers for departure: __________________________________________________
• Suggestions for operational improvement: _________________________________________
• Feedback regarding management and internal culture: ________________________________

4. SIGNATURES AND ACKNOWLEDGMENT

By signing below, the Employee and the authorized Company Representative attest that the information provided is accurate to the best of their knowledge and that all separation protocols have been satisfied.

For the Employee: Signature: __________________________ Printed Name: __________________________ Date: [Insert Date]

For [Company Name]: Signature: __________________________ Title: __________________________ Date: [Insert Date]

5. STEP-BY-STEP EXECUTION GUIDE

• Step 1: Asset Reconciliation: Prior to the interview, IT and Facilities must verify the return of all hardware, security badges, and access keys. Attach the "Asset Recovery Checklist" to this document as an exhibit.
• Step 2: Formal Execution: Conduct the interview in a private, neutral setting. Ensure the Employee reviews Clause 3 (Restrictive Covenants) to re-affirm their understanding of post-termination legal obligations.
• Step 3: Document Retention: Upon execution, scan the signed document into the Company’s secure Human Resources Information System (HRIS). Hard copies must be stored in a restricted-access personnel file in compliance with local record-retention statutes.
• Step 4: Access Termination: Immediately upon signing, cross-reference this document with the IT department to ensure the revocation of all administrative privileges, VPN access, and corporate email functionality.