A stay interview is a structured one-to-one conversation between a manager and a current employee, held to learn what keeps that person engaged and what might make them leave. Most organisations only ask these questions in an exit interview, when the answers arrive too late to change anything. A stay interview moves the same curiosity forward in time, while you can still act on what you hear.
What is a stay interview?
It is a short, deliberate check-in focused on retention rather than performance. You are not reviewing goals or rating results. You are asking an employee, in plain language, what they value about their work, what frustrates them, and what would make them stay. Done well, it builds trust and surfaces small problems before they become resignations.
Stay interview vs exit interview
The two conversations are mirror images, and they complement each other:
- Timing: a stay interview happens while the person is still with you; an exit interview happens after they have decided to go.
- Purpose: a stay interview prevents turnover; an exit interview explains it.
- Candour: people leaving have little to lose, so exit feedback can be honest, but it is rarely actionable for that person. Stay feedback can still change their experience.
- Outcome: a stay interview produces commitments you can keep; an exit interview produces patterns you can study.
Keep exit interviews, but treat them as a lagging indicator. The stay interview is how you get ahead of them.
Who should run it?
In most teams the direct manager is the right person, because the relationship and the power to make changes sit with them. The exception is when the manager is part of the problem or the employee is unlikely to speak freely. In that case a skip-level leader or an HR partner can run the conversation, with the employee’s agreement. Whoever leads it should be trained to listen, ask open questions, and resist defending or fixing things on the spot.
How often should you hold them?
Once a year is a sensible baseline for every employee, with extra attention for people in critical roles, high performers, and anyone showing signs of disengagement. Some teams run a short version every six months. Avoid scheduling them only around reviews or pay decisions, which colours the answers. Thirty to forty-five minutes in a private, relaxed setting is usually enough.
Sample stay interview questions
Choose a handful rather than reading the whole list. Open questions work best, and silence after an answer often invites a more honest follow-up.
- What do you look forward to when you start your week?
- Which parts of your job give you energy, and which drain it?
- What would you miss most if you left?
- If you could change one thing about your role, what would it be?
- Are your skills being used and growing? What would you like to learn next?
- How do you feel about the recognition you receive for your work?
- How would you describe our working relationship, and what could I do to support you better?
- Is your workload sustainable, and is the flexibility you have the right fit?
- Has anything made you think about leaving, and what would tempt you to go?
- What is one thing we should start, stop, or keep doing?
Setting the conversation up well
- Explain the purpose in advance so it does not feel like a warning sign.
- Make it safe: state clearly that honest answers will not be held against them.
- Listen more than you talk, and ask “tell me more” before you respond.
- Do not promise what you cannot deliver. It is better to say you will look into something than to overcommit.
Acting on what you hear
A stay interview that leads nowhere is worse than none, because it signals that feedback is ignored. Within a week, send a short note thanking the employee and summarising what you heard. Then sort the themes into three groups: things you can fix quickly, things that need a longer plan, and things you cannot change, with an honest explanation of why. Follow up on the quick fixes within weeks, and check back at the next one-to-one to confirm that progress is visible.
Across the team, look for patterns. If several people mention the same gap in career growth, workload, or recognition, that is a signal for leadership, not a one-off for a single manager.
Documenting the conversation
Keep brief, factual notes: the main themes, any commitments made, owners, and dates. Avoid recording speculation or sensitive personal details, and store notes where only the manager and HR can see them. Be clear with the employee about what is written down and who will read it. Consistent records let you track whether actions were completed, spot trends across teams, and show that the process is taken seriously.
Because stay interviews only work if the follow-through is visible, the record-keeping matters as much as the questions. FulcrumGrid HR Suite keeps employee records, notes, and follow-up tasks in one place with controlled access, so commitments from these conversations do not get lost between one-to-ones.
Frequently asked questions
What is the difference between a stay interview and an exit interview?
A stay interview happens while someone is still employed and aims to prevent turnover, while an exit interview happens after they have decided to leave and explains why. Stay feedback can still change that person’s experience; exit feedback mostly reveals patterns.
Who should conduct a stay interview?
Usually the direct manager, since they hold the relationship and the power to act. If the manager is part of the issue, a skip-level leader or HR partner can run it with the employee’s agreement. Whoever leads it should listen and ask open questions.
How often should you hold stay interviews?
Once a year is a sensible baseline, with more frequent check-ins for critical roles, high performers, or anyone showing signs of disengagement. Avoid tying them to performance reviews or pay decisions, which can distort the answers.
What should you do after a stay interview?
Thank the employee and summarise what you heard within a week, then sort themes into quick fixes, longer-term plans, and things you cannot change. Follow up on commitments and be honest about limits so trust grows rather than erodes.
FulcrumGrid HR Suite
Keep every stay-interview promise on track
FulcrumGrid HR Suite keeps employee records, notes, and follow-up actions together with controlled access, so what you commit to in a stay interview is tracked and visible.