How to Export Resignation Request Reports to Excel in Horilla HRMS

Keeping a record of resignation requests outside of the HRMS is something most HR teams need at some point. Whether it is for a management report, an audit, a compliance review, or simply to track resignation trends over time, having resignation data in an Excel file gives you flexibility that an on-screen list cannot always provide. Horilla HRMS makes this straightforward with a built-in export feature on the Resignation Letters page that lets you select specific records, choose which columns to include, and download the result as a spreadsheet in a few steps.

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Where to Start

Navigate to Horilla > Offboarding > Resignation Letters. The page is titled “Resignations” and lists all resignation requests submitted by employees with columns for Employee, Title, Planned To Leave, Status, and Description. Each row also has inline Approve and Reject action buttons and a color-coded status legend at the top right showing Rejected in red, Approved in green, and Requested in grey.

This is the page from which the export is initiated.

Step 1: Select the Records to Export

Before exporting, you need to select which resignation records you want included in the file. Horilla does not export everything by default; the export applies to whatever you have selected.

At the top left of the Resignations list, click the Select button. The label shows the count of records on the page, for example, “Select (6).” Clicking it checks all 6 records in the list simultaneously and highlights each row with a green checkbox. Once selected, additional action buttons appear at the top: Unselect, Export, and Filter.

If you only want to export specific resignations rather than all of them, you can check individual rows manually using the checkbox on the left of each row instead of using Select All.

Step 2: Apply Filters If Needed

If you want to export only a specific subset — for example, only Requested resignations, or only records from a particular date range — use the Filter button before or after selecting records to narrow down the list. The filter options include status-based filtering and other criteria that help you isolate the exact records you need.

The Filter button at the top of the page (separate from the bulk action Filter that appears after selection) opens the filter panel. Once filters are applied, the selection and export will work on the filtered results.

Step 3: Click Export

Once your records are selected, click the Export button that appears in the bulk action bar at the top. The label will show the count of selected records, for example, “Export (6).” Clicking it opens the Export modal.

Step 4: Choose Your Columns

The Export modal gives you control over which fields are included in the downloaded file. At the top, there is a “Select All Columns” checkbox that checks every available field at once.

Below that, five individual column checkboxes are shown:

• Employee — The name and employee ID of the person who submitted the resignation.
• Title — The subject or title given to the resignation request.
• Planned To Leave — The date the employee intends to leave.
• Status — Whether the resignation is Requested, Approved, or Rejected.
• Description — Any notes or reasons the employee provided with the request.

All five are checked by default when you open the modal. You can uncheck any columns you do not need in the export. For example, if you only want a list of employees and their planned leave dates for a headcount report, you can uncheck Title and Description to keep the file clean.

The format dropdown at the top right of the modal is set to Excel, which is the default output format for the export.

Step 5: Click Export

Once your column selection is confirmed, click the green Export button in the modal. The file will download to your computer as an Excel spreadsheet containing the selected records with only the columns you chose.

What the Exported File Contains

The downloaded spreadsheet mirrors the structure of the Resignations list in Horilla. Each row represents one resignation request, and the columns match exactly what you selected in the export modal. The data is clean and immediately usable — no reformatting is needed before sharing or analyzing it.

This makes the file useful for a range of purposes: HR managers can share it with department heads during planning meetings, finance teams can use it to prepare FNF calculations in advance, and compliance teams can keep dated copies as part of their offboarding documentation records.

A Few Practical Notes

If you are exporting for a management report focused only on pending resignations, filter by Status: Requested before selecting and exporting. This way, the file only contains the unresolved cases that need attention, rather than a mix of all statuses.

If you run this export periodically — say at the end of each month — it is worth naming the file with the date before saving it, since Horilla’s exported file will have a generic name by default.

The export works on whatever is currently selected, so double-check your selection count shown on the Export button before clicking. If it shows fewer records than expected, some rows may not have been checked.

Exporting resignation request data from Horilla HRMS to Excel is a five-step process: navigate to Offboarding > Resignation Letters, select the records you want, click Export, choose your columns in the modal, and download the file. The column selection feature gives you control over what goes into the spreadsheet, so you are not always stuck downloading all fields when you only need a few.

For HR teams that need to share, store, or analyze resignation data outside the system, this export feature covers the need without any technical setup or custom report configuration. It is ready to use as soon as you have records in the Resignations list.

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