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Offboarding & Exit Interview Capture
Prepare a role-specific offboarding checklist, extract exit-interview themes, and generate follow-up actions.
Structured exit capture turns departures into measurable improvement signals, reducing repeated attrition causes and preserving institutional knowledge.
GenAI Impact
41%
Faster
1.2
Hours saved
3.0
Hours without AI
Based on: 1 departing employee with exit interview transcript
Structured theme extraction with mandatory quote-citation and a dedicated cross-referencing validation step ensures every exit insight traces to a verbatim transcript statement, eliminating the manual risk of recording impressions rather than evidence-backed themes.
The governed workflow enforces third-party name redaction before any GenAI prompt and restricts processing to approved enterprise tools, preventing accidental PII disclosure of colleagues mentioned in candid exit interviews.
Before You Start
This workflow processes personal employee details (tenure, role, departure reason) and candid exit interview responses. Do not paste these inputs into public or unapproved GenAI tools.
GenAI may misinterpret tone or fabricate themes not present in the transcript. Verify every extracted theme traces to a specific statement in the exit interview notes before sharing with managers.
Who's Involved
HR Coordinator
Manages the offboarding process, conducts the exit interview, and compiles the exit theme summary.
Manager
Reviews exit themes for team-specific patterns and owns follow-up actions assigned to the team.
Execution Steps
Before you start
Inputs
Prompt
Tailor offboarding checklist to departing role
CONTEXT You will be provided with the following source documents: 1. Employee Departure Details 2. Offboarding Checklist Template 3. Exit Interview Transcript or Notes TASK Customize the standard offboarding checklist into a Role-Specific Offboarding Checklist. Add tasks specific to the employee’s role (knowledge transfer items, system access revocations, project handover steps) and remove any tasks that do not apply. OUTPUT FORMAT Use the following markdown structure: ## Role-Specific Offboarding Checklist **Employee Role:** [role title] **Department:** [department] **Target Completion Date:** [last working day] ### IT & Access - [ ] Task description — Owner: [responsible party] — Due: [relative date] ### Knowledge Transfer - [ ] Task description — Owner: [responsible party] — Due: [relative date] ### Administrative - [ ] Task description — Owner: [responsible party] — Due: [relative date] CONSTRAINTS Do not include tasks unrelated to the departing employee’s actual role and access. Do not reference specific organisations, tools, or systems by name — use generic placeholders.
Outputs
Verification: Verify the checklist covers all critical access revocations and does not include tasks irrelevant to the departing role.
Before you start
Data Handling: Exit interview transcripts may contain candid references to specific colleagues — redact third-party names before pasting into the prompt.
Prompt
Extract recurring themes from exit interview
CONTEXT You will be provided with an exit interview transcript or notes from a departing employee. TASK Extract the key themes raised by the employee, classifying each as positive, negative, or neutral. For each theme, cite the specific statement or passage that supports it. Produce a Draft Exit Themes document. OUTPUT FORMAT Use the following markdown structure: ## Draft Exit Themes | # | Theme | Sentiment | Supporting Quote | Category | |---|-------|-----------|-----------------|----------| | 1 | [theme label] | [Positive / Negative / Neutral] | "[verbatim quote]" | [Management / Culture / Growth / Compensation / Workload / Other] | ### Summary - **Top positive themes:** [list] - **Top negative themes:** [list] - **Themes requiring immediate attention:** [list with brief rationale] CONSTRAINTS Do not infer themes that are not directly supported by a statement in the transcript. Do not editorialize or add recommendations at this stage — report only what the employee said. Do not include personally identifiable information about third parties mentioned in the interview.
Outputs
Verification: Verify every extracted theme has a traceable supporting quote from the transcript and that no themes were fabricated.
Inputs
Prompt
Outputs
Before you start
Inputs
Prompt
Outputs
Verification: Verify follow-up actions are specific and achievable — reject vague actions like "improve culture" that cannot be tracked.
Inputs
Prompt
Outputs
Verification: Verify the Exit Theme Summary preserves exact theme labels from Validated Exit Themes and does not introduce fabricated actions.
Reference
Guardrails
- Evidence-Backed Themes Only — Every exit theme must trace to a specific verbatim quote in the transcript — reject any theme the AI infers without direct evidence.
- Anonymized Third-Party References — Redact names of colleagues or managers mentioned in exit interviews before pasting into any GenAI prompt to prevent accidental disclosure.
- Actionable Follow-Ups — Every follow-up action must name a specific owner and a measurable next step — reject vague directives like "look into this" or "improve morale."
Pitfalls
- Pasting unredacted exit interview transcripts containing colleague names into the GenAI prompt.
- Accepting AI-extracted themes without verifying each against a specific transcript passage.
- Generating follow-up actions that are too vague to track, such as "address management concerns."
- Using the AI-generated sentiment classification without checking for misinterpreted sarcasm or nuance.
Definition of Done
- Every exit theme in the Validated Exit Themes traces to a specific supporting quote from the transcript.
- The Draft Follow-Up Actions include at least one action for every negative or neutral theme with a named owner and priority.
- The Role-Specific Offboarding Checklist covers all relevant access revocations and knowledge transfer tasks for the departing role.
- The Exit Theme Summary compiles themes, actions, and offboarding status into a single document ready for downstream engagement analysis.
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AGASI AiOS · HR15 v1.0 · Apr 7, 2026