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HR15·Exit Interview

Offboarding & Exit Interview Capture

Prepare a role-specific offboarding checklist, extract exit-interview themes, and generate follow-up actions.

Before you start

What you’ll need

  • Access to the departing employee’s role details and departure timeline
  • Completed exit interview or scheduled exit interview session
  • Employee Departure Details
  • Offboarding Checklist Template
  • Exit Interview Transcript or Notes

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.

Safe use

  • Data Handling — 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.
  • Verification — 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.

Execution steps

Hybrid

Inputs

  • Confirm the employee’s departure date and reason are documented
  • Verify the offboarding checklist template is current for the departing role
  • Confirm the exit interview has been completed or transcribed

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.

GenAI

Inputs

  • Confirm the exit interview transcript is complete and unedited

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

  • Draft Exit Themes

Verification: Verify every extracted theme has a traceable supporting quote from the transcript and that no themes were fabricated.

Hybrid

Prompt

Reconcile extracted themes against source transcript

CONTEXT
You will be provided with the Draft Exit Themes (a table of themes with supporting quotes) and the original Exit Interview Transcript or Notes.

TASK
Compare each theme in the Draft Exit Themes against the original transcript. Flag any theme where the supporting quote is misattributed, paraphrased inaccurately, or missing from the source. Identify any significant topics raised in the transcript that were not captured as themes. Produce a Validated Exit Themes document.

OUTPUT FORMAT
Reproduce the original themes table with an added column "Validation Status" containing one of: Confirmed, Corrected (with note), or Removed. Append a section titled "Missed Themes" listing any themes found in the transcript but absent from the draft.

CONSTRAINTS
Do not add themes based on inference or assumption — only themes with direct transcript evidence. Do not alter the sentiment classification unless the supporting quote clearly contradicts it.

Outputs

  • Confirm every theme has a Confirmed or Corrected status with a traceable quote
  • Verify no significant transcript topics were missed in the final validated list
GenAI

Inputs

  • Confirm the Validated Exit Themes have been reviewed and approved by the HR Coordinator

Prompt

Convert exit themes into assigned follow-up actions

CONTEXT
You will be provided with Validated Exit Themes (a table of confirmed themes with sentiment and category) and Employee Departure Details (role, department, tenure).

TASK
For each negative or neutral theme, generate one to two specific, actionable follow-up items assigned to either HR or the departing employee’s manager. Prioritize actions by urgency: Immediate (address within two weeks), Short-term (within one month), or Long-term (within one quarter). Produce a Draft Follow-Up Actions document.

OUTPUT FORMAT
Use the following markdown structure:

## Draft Follow-Up Actions

| # | Theme | Action | Owner | Priority | Target Date |
|---|-------|--------|-------|----------|------------|
| 1 | [theme] | [specific action] | [HR / Manager] | [Immediate / Short-term / Long-term] | [relative target] |

### Action Summary
- **Immediate actions:** [count]
- **Short-term actions:** [count]
- **Long-term actions:** [count]
- **Themes with no action needed:** [list positive themes excluded, with rationale]

CONSTRAINTS
Do not create actions for positive themes unless they represent retention practices worth reinforcing. Do not assign actions to the departing employee. Do not reference specific organisations or individuals by name.

Outputs

  • Draft Follow-Up Actions

Verification: Verify follow-up actions are specific and achievable — reject vague actions like "improve culture" that cannot be tracked.

Hybrid

Inputs

  • Validated Exit Themes
  • Draft Follow-Up Actions
  • Role-Specific Offboarding Checklist

Prompt

Compile final exit theme summary for downstream use

CONTEXT
You will be provided with the Validated Exit Themes, Draft Follow-Up Actions, and the Role-Specific Offboarding Checklist.

TASK
Compile these into a single Exit Theme Summary document that serves as the handoff artifact. Include a brief departure context section, the validated themes with sentiment, the prioritized follow-up actions, and a note on offboarding completion status.

OUTPUT FORMAT
Use the following markdown sections:
- **Departure Context:** Employee role, department, tenure, departure reason (two to three sentences).
- **Exit Themes:** Reproduce the validated themes table.
- **Follow-Up Actions:** Reproduce the prioritized actions table.
- **Offboarding Status:** Summary of checklist completion status.
- **Recommendations for Engagement Review:** Two to three sentences noting which themes should feed into broader engagement or retention analysis.

CONSTRAINTS
Do not introduce new themes or actions not present in the source documents. Do not include personally identifiable information about third parties. Preserve the exact theme labels and sentiment classifications from the Validated Exit Themes.

Outputs

  • Confirm the Exit Theme Summary contains all validated themes and follow-up actions
  • Verify the departure context accurately reflects the Employee Departure Details
  • Confirm the recommendations section links themes to broader engagement analysis

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