An offboarding feedback request email is a communication sent to departing employees asking them to complete a feedback form or survey about their overall employment experience. Unlike an exit interview, which is a live conversation, the offboarding feedback form is a written or digital survey that the employee can complete at their own pace before or shortly after their last working day.

Offboarding feedback complements exit interviews by capturing structured, quantitative data alongside the qualitative insights gathered in conversation. According to the Society for Human Resource Management (SHRM), organizations that use both exit interviews and written feedback surveys get a more complete picture of the employee experience because some individuals are more comfortable sharing candid feedback in writing than in person.

This template helps HR teams request offboarding feedback in a way that is professional, encouraging, and clear about confidentiality, maximising participation rates and the quality of responses received.

Participation rates for offboarding feedback surveys vary dramatically depending on how the request is communicated. A generic or poorly timed request may be ignored, while a well-crafted, personalised email with clear instructions and confidentiality assurances can achieve response rates above 70%. A standardised template ensures every departing employee receives a compelling, consistent invitation to share their feedback.

The data collected through offboarding surveys is invaluable for identifying systemic issues that drive turnover. When aggregated over time, patterns emerge around management quality, compensation competitiveness, career development gaps, and cultural misalignment. These insights enable HR teams to make data-driven decisions that directly impact retention and employee satisfaction.

A template also ensures that confidentiality commitments are communicated consistently. Departing employees need to trust that their feedback will not be traced back to them or affect their references. Inconsistent messaging about confidentiality erodes that trust and suppresses honest feedback.

This offboarding feedback request email template provides a complete, persuasive email that drives survey participation while reassuring employees about confidentiality.

The email includes a direct link to the feedback form or survey, the estimated time required to complete it (typically 10 to 15 minutes), a clear deadline for submission, an explanation of why the feedback matters and how it will be used, a strong confidentiality statement explaining how responses are anonymised, a note of appreciation for the employee's time and contributions, and HR contact information for questions about the process.

Three tone variations ensure the email matches your organization's communication style. Formal suits structured corporate environments. Modern provides a clear, benefit-focused approach. Friendly creates a warm, personal request that makes employees feel their voice genuinely matters.

Select the tone that fits your company culture. Customize the highlighted fields with the feedback form link, deadline, and contact details. Send the email 3 to 5 days before the employee's last working day to give them time to complete it during business hours.

For best results, send a single follow-up reminder 2 days before the deadline if the survey has not been completed. Keep the follow-up brief and reference the original email. Do not send more than one reminder, as excessive follow-ups can create a negative impression during the offboarding process.

You can copy the email to your client, download as PDF, export as DOCX, or open in Google Docs. Hyring's free offboarding feedback email template helps HR teams collect the honest, structured feedback they need to continuously improve the employee experience.