Published 26 Sept 2025
Article by
6 min read
What Is a Business Case Template?
A business case template is a tool used by project managers to write an effective business case with ease. In a corporate setting, a business case serves as a formal document of the justification for undertaking a project. A simple business case template, also known as a business use case template, is frequently displayed as a one-page Word or PDF file with components like the problem definition, alternative solutions, and conclusion.
Why You Need a Business Case
A business case provides data-driven reasons to implement an idea by establishing its context, presenting a set of options, and offering a rationale for the preferred solution. Decision makers and key stakeholders leverage on a business case to evaluate the costs, benefits, and risks of taking a certain action. A good business case enables the company to explore the high-level options for meeting business needs early in a project. It also demonstrates management commitment toward evidence-based decision-making, transparency, and accountability. This template also proves to be a useful tool when creating a Project Initiation Document (PID) template.
The Most Important Components of a Business Case
The parts of a business case template vary based on different factors such as industry use case, company requirements, and client specifications. For example, business case templates used in project management normally contain general elements such as the executive summary and project overview, while an agile or lean business case template used in manufacturing typically requires specific items such as non-functional requirements and minimum viable product features. Whatever the use case, here are three of the most important components of a business case:
1. Problem Statement
This section defines the problem that the business case intends to address. The business problem usually involves a process, technology, product, or service along with the technical obstacles that have to be tackled. When describing the problem, minimize using jargon and keep it concise yet comprehensive enough that stakeholders immediately recognize the problem’s subject matter. It is crucial to keep in mind that any discussion about potential solutions should not be covered here.
2. Solution Options
This section reveals a number of alternative options that have been considered to solve the problem, including the status quo. The value proposition of each suggestion should not be based on mere speculation, but it should be backed up by reliable data. Each potential solution should illustrate its financial implications, perceived benefits, and associated risks to facilitate a more systematic analysis.
3. Conclusion or Rationale
This section indicates the best option after a comparison of all the alternatives. The recommendation should clearly summarize the reasons for moving forward with the project and show the vision for the project’s future. It is essential that the conclusion portrays only the necessary details and its tone remains consistent with the other aspects of the business case.
What to Include in a Business Case Template
For a business case template to be comprehensive, the following items should be detailed and clear:
Basic information
Overview
Options appraisal
Costs and benefits
Background
Problem statement
Strategic objectives
Project objectives
Related projects
Options analysis
Preferred option
Procurement
Key milestones and deliverables
Costs-benefits analysis
Project management and control
Progress monitoring
Additional comments, if any
Signature
How to Write a Business Case: A Step-by-Step Guide
Using a pre-made template, here’s a clear guide you can follow to write a strong business case:
Step 1: Start with the executive summary
Provide a concise overview of the problem, opportunity, or proposal.
Summarize the key benefits, costs, and expected outcomes.
Keep it brief, one to two paragraphs that someone can read quickly and understand the value.
Step 2: Define the problem or opportunity
Explain the current situation and why it needs to change.
Use data, metrics, or examples to highlight pain points or gaps.
Frame the urgency (e.g., financial loss, inefficiency, customer dissatisfaction, missed growth opportunities).
Step 3: Outline the proposed solution
Describe what you’re proposing and how it addresses the problem.
Clarify the scope: is it a product, service, process improvement, or technology investment?
Show how it aligns with the company’s strategic objectives.
Step 4: Analyze alternatives
Present other options considered (including doing nothing).
Weigh their pros and cons objectively.
Explain why your recommended solution is the best fit.
Step 5: Provide financial justification
Break down projected costs (one-time, recurring, hidden).
Estimate financial benefits (revenue growth, cost savings, efficiency gains).
Include ROI, payback period, and net present value if relevant.
Use charts/tables for clarity.
Step 6: Assess risks and mitigation
Identify potential risks (financial, operational, technological, reputational).
Show you’ve considered contingencies and ways to minimize impact.
This builds trust and credibility.
Step 7: Implementation plan
Lay out high-level steps, timeline, and milestones.
Identify key resources needed (budget, staff, tools).
Show dependencies or critical success factors.
Step 8: Make a clear recommendation
Reiterate the benefits of your proposed solution.
Be decisive and persuasive in your final call to action.
Business Case Example
This business case is an abbreviated version of the full report. For the complete version, please refer to the business case PDF presented below.
Overview | This business case describes how the iAuditor Project will solve current company challenges, as well as the project’s benefits, recommendations, and justification. The business case also goes into specific project objectives, performance metrics, assumptions, restrictions, and alternative solutions. |
Background | To administer payroll and other administrative personnel responsibilities, SC Consulting has relied on a mainframe system from its start. The strain imposed on headquarters to properly manage the company’s administration at acceptable levels increases as the number of employees increases. SC Consulting has engaged five personnel to help manage and administer the day-to-day administrative activities in the last two years. |
Objective | As the iAuditor Project is set up and becomes operational, the previous legacy administration platform will be phased out completely. This will necessitate training employees on the iAuditor features and how to utilize them in conjunction with other organizational tools. |
Preferred Option | Replace SC Consulting’s legacy payroll and administration mainframe system with a web-based platform because this action still allows for growth for the next 10 years. |
Costs–Benefits Analysis | As an initial investment for the iAuditor Project, we will need to purchase web-based product and licenses ($400,000.00), as well as software installation and training ($100,000.00) for the IT group to install new software and for the training group to train all workers. |
Business Case Template PDF Report
To give you a visual overview of what a completed business case looks like, here’s a business case example in PDF format:
