EMPLOYEE EXIT POLICY

CONTENTS

 Employee Exit Interview Process Guidelines

 Exit Interview questionnaire
 Exit Interview Proceedings
 Exit Formalities
 No dues / clearance certificate

EMPLOYEE EXIT INTERVIEW PROCESS GUIDELINES

OBJECTIVE
 To provide a forum through which the departing employee and HR meet to discuss the reasons for
the employee’s decision to quit the Company.
 To provide an opportunity for diagnosis and taking suitable measures based on the feedback given
by the departing employee on various aspects of the Company.

GUIDELINES

The exit interview process consists of the following 3 stages:

 STAGE I: Administering the exit interview questionnaire (Annexure 1 - Part I) to the departing
employee, in order to ascertain the reasons for resignation and his / her views on various
organizational aspects.

 STAGE II: Detailed interview by the middle level HR functionary for employees up to the level of
Manager, whereas, Senior HR functionary to obtain inputs for employees higher than Manager
level.

 STAGE III: Analysis of the data by the interviewer in HR department who would also recommend
corrective measures, if any.
STAGE I

This stage provides for administering the exit interview questionnaire to the departing employee, to seek his
/ her views on the reason(s) for his / her resignation and strengths & areas of improvement of the Company
with reference to various organizational aspects such as HR policies, job responsibilities, work culture, etc.
The HR dept. will administer the questionnaire to the departing executive within 3 days’ of his / her
resignation being accepted.
STAGE II

Besides completion of the questionnaire by the individual, an in-depth interview will be conducted. The idea
behind the exit interview is to initiate discussion, listen, focus and probe into the individual’s real reasons for
quitting. The outcome of the discussion will be recorded by the interviewer(s) in the specified format
(Annexure I – Part II).

STAGE III

The interviewer in HR department will take up the analysis of the feedback given by the concerned
employee through the questionnaire and the interview at the following levels:
 Individual
 Department / Company

Interviewer will send the feedback for consolidation; he / she can also take immediate corrective action,
wherever feasible and in consultation with the Senior HR functionary. Organizational issues will be
analyzed for appropriate review of policies, from time to time.
Annexure I (Part I)

EXIT INTERVIEW QUESTIONNAIRE

As you leave the Company, kindly give your honest feedback and suggestions on various issues pertaining
to you, your job and your Company:

Your Name :
Designation :
DOJ :

1. What were your expectations when you joined SpiceJet?

2. Were these fulfilled? To what extent?

3. Was your role challenging? Did it provide you with the desired satisfaction?

4. Was your work environment satisfactory and enjoyable? If not, what were the
shortcomings? Did you bring these to the notice of your superiors?

5. Did the Company / your superior provide you the autonomy to give your best?

6. Are you satisfied with the growth you had in SpiceJet? Was it commensurate with your
performance and potential?
 7. What are the two main reasons for you leaving SpiceJet?

8. What changes would you like to see in SpiceJet if you were to reconsider joining it at
any point of time in the future?

9. Please list three strengths and areas of improvement of SpiceJet.

10. How does your new assignment / job compare with that in SpiceJet in terms of
responsibilities, designation & compensation?

11 Would you like to rejoin the SpiceJet Group some time in future? Please give reasons.

12 Any other comments / suggestions you wish to offer

______________________
Employee’s Signature

Date: __________________
Annexure I (PART – II)

SUMMARY OF EXIT INTERVIEW PROCEEDINGS

(TO BE FILLED BY THE INTERVIEWER)

 The discussion with the departing executive will include:

1. Eliciting the reason for leaving
2. Getting the executive’s honest views on various organizational aspects such as job content,
strengths and weaknesses of SpiceJet, suggestions for change, etc.

Interviewer’s summary of the proceedings

 Reasons for Leaving

 Executive’s feedback on the organizational culture / Policy, job satisfaction, etc.

 Suggestions given by the executive for improvement, if any.

Interviewer’s comments:

_________________________

Date: _____________

_________________________

Interviewers’ names & signature

 EXIT FORMALITIES

Objective

To ensure smooth and timely relieving and settlement of the departing employee.

Procedure

 All departing employees are required to fill a ‘No Dues / Clearance certificate” as per Annexure – II and
submit the same to the HR department for further action.

 For all the exits across departments except HR, Notice period waive off recommendation shall be
approved by the Head HR whereas, for exits in HR the notice period waive off shall be approved by the
Managing Director /CEO.

 Payroll HR, on receipt of No dues / clearance certificate, shall prepare a Full and Final settlement
advice and depending on the advice status either pay or recover the balance from the departing
employee.

 The relieving letter will be issued to the concerned employee by the Payroll HR only after full & final
settlement of dues.

 At the time of full & final settlement with the Company the resigned/terminated employee will be eligible
for Privilege Leave Encashment. The same shall be computed as per the below formulae:

Privilege Leave Encashment = (Basic Salary * 12) /365 days * Balance Privilege Leave
Annexure II
NO DUES / CLEARANCE CERTIFICATE
This certificate shall be forwarded by the Payroll HR to the Manager of the departing employee. The
Manager will in turn share the form with the departing employee and it would be the responsibility of the
departing employee to obtain clearance from all concerned departments, as given below. The form, duly
completed would then be submitted by the departing employee to the Payroll HR for further necessary
action

Mr./Ms.______________________________________ Employee ID____________________________,

Designation_______________________________________Department__________________________

Email id___________________________________ Contact no._________________________________

is leaving the services of the Company (Last working day) with effect from___________

Date of Joining:______________________________ Date of Resignation________________________

Notice Pay to recover (In Days): _____________ Notice period Waive Off recommendation:

________________

Departing employee’s Manager Name,

Signature and Date
Notice period Waive Off Approval:_____________

Employee’s Signature
 Sr. Dues, as applicable Signature
Department
No. (cash/kind) (with name & date)
1

(Department)

2
HR, ADMINISTRATION & IT

1)Identity Card
2) Access Card
3) Uniform
4) PIC
5) SIM Card (s)
6) Blackberry
7) Car Lease
8) Office Stationery
9) Visiting Cards
10) Computer – Desktop / Laptop
11) Data Card
12) Cupboard keys
13) Any other (Please specify)
3
ACCOUNTS

1) FO R EI GN E XC H AN G E

2) Tour Advance

3) Tour Claims
4) Imprest
5)Any other Outstanding (Please specify)
4
COMMERCIAL

1)Official Documents/ Bonds / Contracts

2) Any collections made on behalf of the Company

3) Government / Ministry / Policy Papers
4) Legal Documents, if any
5) Any other (Please specify)

5
MATERIALS
 1) ANY INSTRUMENT BOUGHT / ISSUED
IN INDIVIDUAL’S NAME

2) Any other (Please specify)

FOR USE OF DEPARTING EMPLOYEE’S MANAGER

The above has been checked and found in order.

Name : _______________________ _______________________________________

(Departing Employee’s Manager)
Date : _______________________

(The certificate, duly completed by all concerned departments, and counter-checked by the Departing Employee’s Manager would
then be forwarded to the Payroll HR for full and final advice)

Based on the above, the full & final settlement of Mr./Ms. ____________________________ is ok to process.

Name : _______________________ _______________________________

Payroll HR
Date : _______________________

(After final ok of the Payroll, the form will be sent to the departed employee’s personal file for record. Payroll HR
would further facilitate final settlement of dues).