Exit Interview Procedure

Purpose statement

This procedure defines the process for conducting exit interviews to identify workplace, organizational or human resources factors which may have contributed to an employee’s decision to leave employment at the Corporation of the Town of Oakville (town).


This procedure applies to all permanent full-time employees.


  1. All employees covered under the scope of this procedure will be requested by the Human Resources department to participate in an exit interview or complete an exit interview questionnaire. Employee participation is on a voluntary basis.
  2. Employee concerns and recommendations will not be identified with a particular employee without the employee’s permission, unless required under the law


The HR department is responsible for the administration of this procedure. The HR department will report to the Executive Management team on an annual basis a summary of exit interview findings including:

  • appropriate statistical information regarding the number and distribution of employee departures during the preceding year and reasons for leaving.
  • an analysis of any trends, common themes, opportunities, actions taken and recommendations for any further action.

Procedure details

Procedure Number: HR-RCT-001-005
Parent Policy: HR-RCT-001
Section: Human Resources
Sub-Section: Recruit
Author: Human Resources Department
Authority: CAO
Effective Date: 2006 May 29
Review by Date: 2022
Last Modified: 2017 Jan 30


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