How to use a shareable link for your exit survey: best practices for employee landing page distribution

When conducting an employee exit survey, getting responses can be challenging—departing employees are often busy wrapping up projects and may not prioritize feedback.

Using a shareable link for your conversational AI survey makes it easy to reach employees through multiple channels, increasing response rates and ensuring valuable insights aren’t lost.

Why shareable links boost exit survey response rates

Traditional exit survey methods—think in-person interviews or internal forms—come with real limitations: they’re constrained by scheduling, require manual coordination, and often feel like formalities. This means people tune out or avoid giving their honest feedback.

That’s where shareable links shine. When you can send a single link anywhere, employees can complete the survey on their terms—on any device, at any time. That flexibility is a game-changer for participation. There’s research to back this up: digital exit surveys have achieved up to 90% higher response rates than old-school methods. [1]

But it’s not just about convenience—conversational AI surveys offer a genuinely engaging experience. The survey feels like a dialogue, where the AI reacts to what’s being shared and dives deeper when an answer signals an issue or opportunity. This kind of dynamic follow-up is tough to replicate in static forms (see how this works in practice on the AI follow-up questions feature page).

With AI-powered surveys, every response triggers deeper, context-aware follow-up questions—naturally surfacing nuanced feedback about why employees leave. This automated probing gives you richer, more actionable insights than you’d ever get from a checkbox form.

Email distribution: timing and personalization matter

Email remains the primary channel most teams use for exit survey distribution. The best timing? Send your survey link two or three days before the employee’s last day. This hits the sweet spot—far enough out so it isn’t lost in a last-day scramble, but fresh enough to encourage thoughtful responses.

Strong email subject lines massively improve open rates. Here are a few that perform well:

• "Share Your Experience: Quick Exit Survey Inside"

• "Help Us Improve: Your Feedback Matters"

• "Final Step: Complete Your Exit Survey Today"

Personalized messages always resonate more. Here’s an email you can make your own:

Dear [Employee Name],

As you prepare for your next adventure, we’d appreciate your feedback on your experience at [Company Name]. Please take a few minutes to complete our exit survey:
[Survey Link]

Your insights help us build a better workplace.
Thank you,

[Your Name]

Small details go a long way. With AI survey tools, you can instantly tailor the tone to fit your organization—professional, laid-back, empathetic, or anything in between. If your HR culture leans friendly, make sure the survey’s “voice” matches. If you want to instantly generate a survey with the right tone, check out the AI survey generator.

Context matters: AI surveys with custom tone and timing features are shown to increase completion rates, making every response count. [1]

Slack distribution: catching employees where they already are

Slack direct messages feel more personal and immediate than most emails—and your exit survey is no exception. Sharing the survey link via a DM makes it feel private (especially important for honest feedback), and notifications grab attention right away.

To keep things confidential and approachable, use a direct message:

Hi [Employee Name], as you transition, we’d love your feedback. Please complete this quick exit survey: [Survey Link]

Need transparency? You can also share the link in a channel like #departures or a relevant team channel. For example:

Team, as [Employee Name] moves on, we’re gathering feedback to improve our workplace. Please share your thoughts here: [Survey Link]

It’s worth mentioning: conversational surveys are mobile ready, so employees can respond via Slack on their phones just as easily as on their laptop.

Follow-ups make the survey a conversation. Imagine a Slack message that doesn’t just collect answers but responds in real time with tailored questions. That conversational approach (built into Specific surveys) boosts both engagement and the authenticity of each response.

Calendar invites: making exit surveys a scheduled priority

Calendar blocking is the low-effort way to ensure your exit survey gets done. By dropping the survey link right into a calendar invite, you make the feedback step visible, prioritized, and—crucially—hard to ignore.

Here’s how: schedule a 15-minute meeting block during the employee’s last week, title it clearly, and paste the survey link in the invite description. The result? Employees get a nudge that’s gentle but effective. This direct slot in their calendar sends the message: "We value your thoughts, and we’ve carved out time just for this."

• "Your Feedback Matters: Exit Survey Time"

• "Help Us Improve: Complete Your Exit Survey"

• "Scheduled: Quick Exit Survey Session"

Unlike tedious hour-long interviews, AI surveys respect your team’s time—they’re quick, focused, and can be completed asynchronously. You can see how this works and try it yourself on the Conversational Survey Pages demo.

Multi-channel distribution: meeting employees where they are

A multi-channel approach is about working smarter—not harder. If you use all channels—email, Slack, and calendar—you maximize the odds your employee will respond to at least one. Why gamble on just one approach?

Optimal sequence: start with a calendar invite, follow up with an email reminder, then send a Slack ping as a gentle nudge.

Shareable links make it super easy for HR or People teams to see which method actually drives results. Because everything’s trackable, you can optimize your future approach based on what resonates most with your team.

On top of that, AI survey response analysis lets you dive into which channels are delivering the best feedback. With the right tools, it’s simple to spot patterns, compare engagement rates by channel, and tune your distribution over time. Here’s an example prompt you could use to analyze this:

What percentage of exit survey responses came from calendar invites, emails, and Slack, and were there any trends in feedback quality based on channel?

Best practices for sharing your exit survey link

• Always keep the call-to-action concise—emphasize the short time required and the impact of the feedback.

• Frame your conversational surveys as a cut above traditional exit interviews: faster, more personal, more actionable.

• Don’t make the mistake of skipping this step—if you’re not running conversational exit surveys, you’re missing out on understanding why your best talent leaves (and missing concrete paths for improvement).

• With Specific, both HR professionals and respondents get a best-in-class experience: conversational, mobile-friendly surveys with rich follow-up and instant analysis. The result? Honest, nuanced feedback—captured with nearly zero friction.

If you want to see how easy it is, create your own survey in just a few clicks—and start collecting insight that drives action, not just paperwork.