Exit Interview Policy for Employees
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Savita matExit Interview Policy for Employees
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Savita matHUMAN RESOURCE POLICY
EXIT INTRVIEW POLICY
Module no MAT HR/ Total Pages
Issue Date – Jan – 2024 Initiated by HR
Revision No. & Date Approved by MAT India Management
Subject Exit Interview Policy Supersedes All earlier policies
Applicable to All Employees of MAT India Distribution All employees
EXIT INTERVIEW POLICY
PURPOSE
The purpose of this policy is to identify workplace, organizational or human resource factors that
have contributed to an employee's decision to leave employment to identify trends requiring
attention or any opportunities for improving the company's ability to respond to employee issues.
SCOPE
This policy covers the procedures to be adopted when employees of the MAT Group leave
employment for whatever reason.
ELIGIBILITY
This policy applies to all full time and part time employees including employees taking early
retirement and voluntary severance etc.
Exceptions include temporary or contract employees.
GENERAL GUIDELINES
The HR representative to send the employee a written invitation to attend an exit interview at
a mutually convenient time.
The exit interview to take place within 10 business days from the date of resignation or the
employees last day of employment, whichever is later after the confirmed leaving date has
been received.
Exit interviews are not to be conducted for dismissals as a result of e.g. disciplinary and. /or
capability action.
Participating in the exit interview process is voluntary.
The employees who choose not to participate in a personal interview are to be encouraged to
fill out an exit interview questionnaire.
Standard set of questionnaires (Annexure- I) to be used for conducting exit interviews
throughout the Group to ensure consistency and thoroughness.
VP- HR GMD GM- MINT
For Internal Circulation Only
HUMAN RESOURCE POLICY
All employees during exit interviews are given an opportunity to express their concerns
through open-ended questions that invite detailed responses and allow employees to express
their thoughts, feelings, and suggestions freely.
In an exit interview employees are expected to be honest, candid, and constructive in their
responses.
Respective HR to ensure that information received through exit interviews will be confidential.
Respective HR to ensure that a copy of the exit interview report will be placed in the
employee’s personnel file.
The Respective HR Head are accountable for entering all exit interview data into the Monkey
Survey tool (Annexure-II).
Respective HR to ensure that a record of all exit interview questionnaires and meetings will be
maintained for monitoring purposes only.
The HR department to analyse the gathered information to identify areas of concern, trends,
and improvement opportunities.
HR to review these findings with Department Heads and present a comprehensive report to
the Plant Director/Corporate HR on a quarterly basis to drive positive change with in the
organisation.
Every six months, Plant HR ensures to share insights with the Corporate HR and take proactive
steps to address the concerns raised.
Plant HR to ensure that Corporate HR must be promptly notified regarding the departure of
senior managers and above.
Following persons will be responsible for the effective implementation of this policy
1. The HR Executive (T-EL2)
2. The Plant HR Head (ML1 – ML4)
3. The Corporate HR Head (AGM and Above)
MANAGEMENT DISCRETION
The Management reserves the right to alter/amend/discontinue the policy at its sole discretion.
VP- HR GMD GM- MINT
For Internal Circulation Only
ANNEXURE-I
ANNEXURE-II