Exit Interviews Manager

Exit Interviews and Offboarding - Manager Reference

Conducting Exit Interviews

When to Conduct

  • Schedule during the employee's last week, ideally one to two days before their final day.
  • If scheduling during the last week is not possible, conduct on the last day before the employee completes their shift.

Who Conducts the Interview

  • The salon owner or a designated manager who was not the departing employee's direct supervisor when possible.
  • Avoid having the immediate supervisor conduct the interview alone to encourage candor.

Format

  • Keep the interview to 30–45 minutes.
  • Use standardized questions to ensure consistency across all departures.
  • Take notes during the interview or ask permission to record.
  • Store completed notes or surveys in the employee's personnel file.

Sample Exit Interview Questions

Reason for Leaving

  • What is your primary reason for leaving?
  • Was there a specific event or series of events that led to your decision?
  • Were there factors that, if changed, might have led you to stay?

Role and Responsibilities

  • Did your day-to-day work match what you expected when hired?
  • Did you have the tools, supplies, and equipment you needed?
  • Were your scheduled hours and workload reasonable?

Work Environment

  • How would you describe the overall atmosphere at the salon?
  • Did you feel respected by your coworkers and supervisors?
  • Were conflicts or concerns addressed in a timely and fair way?

Management and Leadership

  • Did you feel supported by your manager or the owner?
  • Did you receive enough feedback and coaching?
  • Were expectations clearly communicated to you?

Compensation and Benefits

  • Were you satisfied with your pay and tip structure?
  • Were the scheduling practices fair and consistent?

Growth and Development

  • Did you have opportunities to grow your skills or advance?
  • Were continuing education and training opportunities available?

Overall Experience

  • What did you enjoy most about working here?
  • What would you change?
  • Would you recommend this salon as a place to work? Why or why not?

Offboarding Checklist

Complete this checklist for every separation. Keep a signed copy in the employee's personnel file.

Employee Name: ___________________________________ Position: ___________________________________ Last Day of Work: ___________________________________ Type of Separation: Voluntary Resignation / Involuntary Termination / Layoff / Other Conducted By: ___________________________________

Before the Last Day

  • Separation confirmed and final schedule communicated to the team
  • Exit interview scheduled (or written survey offered)
  • Final paycheck amount calculated (wages, commissions, reimbursements)
  • Final paycheck delivery method confirmed (in person / mailed)
  • Employee notified of final pay deadline and method

On the Last Day

  • Exit interview or written survey completed (or declined - note date of offer)
  • Final paycheck issued (if applicable under CA law deadline)
  • Company keys returned - quantity: ______
  • Uniforms/branded apparel returned - items: ______________________
  • Loaned equipment returned - items: ______________________
  • Client records, appointment books, and printed materials returned
  • Employee badge or ID collected
  • Company credit/debit card collected

System Access and Accounts

  • SalonBiz access removed
  • POS system login disabled
  • Salon email or shared inbox access removed
  • Cloud storage or shared drive access revoked
  • Social media account access removed or password changed
  • Security alarm code changed (if employee knew the code)
  • Door keypad code changed (if applicable)

Benefits and Legal Notices

  • COBRA / Cal-COBRA notice sent or provided (if group health plan exists)
  • Final pay stub provided
  • Sick leave balance documented for records
  • Employee notified of any retirement/benefits to address independently

Documentation

  • Exit interview notes or written survey filed in personnel file
  • Offboarding checklist signed and filed
  • Separation date entered into payroll system
  • Unemployment notice or DE 2320 form provided

Documentation and Record Retention

What to Document

  • A completed and signed offboarding checklist for every separation
  • Notes from the exit interview, or a record that it was offered and declined
  • Written communications related to the separation (resignation letters, termination letters, performance documentation)
  • Confirmation of final pay issuance (date, amount, delivery method)
  • Signed acknowledgment of any confidentiality reminder

Retention Schedule

  • Payroll records: minimum three years (Labor Code § 1174)
  • Personnel files: three years after separation (best practice)
  • I-9 forms: three years from hire or one year after termination, whichever is later

Retain all employee records - including offboarding documents - for a minimum of three years after separation, ideally four years to align with the statute of limitations for wage claims.

Storage

  • Keep physical personnel files in a locked cabinet accessible only to the owner and designated managers.
  • Digital records should be password-protected with access limited to authorized personnel.
  • Do not retain unnecessary personal information beyond what is required by law.

California Law Notes

Final Pay Liability

  • Do not hold a final paycheck pending return of company property. Wages must be paid on time regardless.
  • If final pay is late, waiting time penalties of one day's wages per day apply, up to 30 days (Labor Code § 203).
  • Do not deduct unreturned property from a final paycheck without the employee's explicit written authorization.

Confidentiality

  • California courts generally do not enforce broad non-compete agreements, but confidentiality of trade secrets and client data is protected under the California Uniform Trade Secrets Act (Civil Code § 3426 et seq.).
  • Client contact lists developed during employment using salon resources are generally treated as proprietary business information.
  • If a departing employee has taken client data or is actively soliciting clients, consult an employment or business attorney.

Last reviewed: March 2026