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Business Case Template

Use this free Business Case Template for Word to manage your projects better.

it business case template word

A business case template is a document that helps sell your project. It collects the main points of a project and delivers them in a clear and concise manner. Our free business case template for Word is a great tool to help you gather that important data during the project initiation phase and show the project stakeholders the value and validity of the project.

What Is a Business Case?

The business case is a document used in project management to show that the costs related to the project are worthwhile and there will be a strong return on investment. These documents summarize various aspects of the project including its objective in addition to the costs and benefits that the project will deliver to its stakeholders.

You can think of a business case as the pitch you make to win over the client, customer or stakeholder. It justifies the project by evaluating the benefits, costs and risks while showing why this project’s path is the preferred solution to whatever problem the project is solving or the need it’s addressing. This buy-in is essential for any project to meet its objectives.

A business case provides details that are only outlined in the project proposal of the project. Unlike a project charter , which is a high-level description of the project and its deliverables, the business case is more focused on return on investment and future opportunities. The project charter details the actual project more than the business case, which is about justifying a company’s decision on taking on the project.

free business case template for Word

Why You Need a Business Case Template

The main reason why a business case template is so important is that it does the due diligence for stakeholders and proves that the expense is worth the return on their investment. There are many projects that might be in a company’s pipeline with only so many resources to deliver them. It’s crucial to know which project is going to be worthwhile from a financial viewpoint.

A business case acts as a number of different cases. For one, it’s the strategic case, looking to see if the project aligns with the overall company strategy. The economic case explores if the project offers the best value. A commercial case looks at the project through the lens of the market. A financial case sees if the investment is affordable for the company. A management case looks at those who will be involved in the project and whether they can deliver it.

No matter the project, big or small, the business case is a must if only to define the business needs and objectives of the project. Whether you have a long document or capture it all in the span of a single page, the business case template is a great way to align the project team and stakeholders, one of the most important reasons why you need a business case.

How to Use Our Business Case Template for Word

In order to fill in the blanks in our free business case template for Word, you need to start with research. That research will include the market you intend to introduce your project or service to the competitors that are already in that space and any alternatives.

Next, you’re going to compare business and project management approaches, looking for the best fit. The best approaches will be included in your business case template. Then you’ll compile all the data you have and present those strategies, goals and options.

Don’t forget to document everything . Your business case should be to the point but at the same time not skip important details that will sway your stakeholders. In order to do that, you’ll want to have an outline and then fill in each section. That’s where the free business case template for Word comes in—it does it for you.

Elements of Our Business Case Template

Our free business case template lays out all of the areas you’ll need to paint a full picture of the project, its objective, benefits and risks. This picture should be realistic while simultaneously proving the feasibility of the project from the point of view of investment. Our free business case template for Word is broken up into the following categories.

Executive Summary

This is at the top of our template. It’s the elevator pitch, in a sense, as it is a short roundup of all the sections that follow in the free business case template. This will provide your stakeholders with a way to get the gist of the whole document at a glance.

Mission Statement

It doesn’t hurt to have a mission statement , which is different from the above summary. It is a place to define the project’s objectives, purpose and goals. The mission statement is like the North Star in that it will help lead the team as well as help stakeholders understand the project more fully. If the project moves forward, there will be changes along the way and the mission statement will make sure that as you adjust your project plan you always keep the reason for the project in the crosshairs.

Product or Service

In this section, you’ll describe the product or service that is the final deliverable of the project. More than just a description, however, it should explain how it will be competitive, what niche it’s filling, the problem it’s addressing or the need it’s filling.

Project Definition

Here, you’re going to discuss the project itself, such as what its business objectives are and how you’ll achieve them with the project plan outline . This includes the project scope, such as the tasks and deliverables of the project that will allow you to reach your business objectives.

Project Organization

With this section, you’ll get into the style of coordination, communication and management you’ll use in the project. There are four basic project organizations: functional, which is a traditional structure with departments and managers who report to an executive; project, with divisions that focus on a specific project; organic, where the project follows a natural progression that is more flexible; and matrix, which is part function and part project-based.

Financial Appraisal

This is the dollar and cents part, so it’s extra-important as most businesses focus on the bottom line. You’ll need to show the costs of the project, which is the budget estimation , including how much all of the tasks and resources will be, and why that cost is less than the benefits that the project will deliver to the business. This comparison can be done with a sensitivity analysis and cost-benefit analysis.

Market Assessment

Whatever your product or service and however successful you say it will be, you must back up those claims with market research. This means looking at the market you plan to deliver your product or service, defining it, showing the competition and its percentage of that market, plus how you can reach an unserved segment of the market or answer a need that hasn’t yet been served. Not only the opportunities that you see in the market, but you need to also outline any threats to your product or service.

Market Strategy

Once you have done your market research it’s time to develop a strategy to take advantage of the opportunities you see there and avoid the threats. Describe what your distribution channel will be and what you think is a competitive price point for the product or service. Profile your target audience and how you’ll reach these customers and other aspects of your marketing plan.

Risk Assessment

No project is without risk. The best way to prepare for this unknown inevitable is by making a risk assessment of the project. Where are the weak points? Identify potential issues that might arise over the life cycle of the project and develop plans to mitigate or take advantage of these risks, as there are both negative and positive risks in a project.

How ProjectManager Helps Turn a Business Case Into a Project

ProjectManager is project management software that helps you turn a business case into a project. We have the tools you need to plan better and monitor your execution so you deliver your project on time and within budget. A business case is what convinces your stakeholders that the project is worthwhile.

Create Detailed Plans on Robust Gantt

The project plan is how you’re going to get from the idea to the reality. Now that you’ve outlined that path in your business case, use our interactive Gantt chart to stay organized. You can organize tasks, link dependencies to avoid bottlenecks and set milestones to track progress. Our tool goes even further by allowing you to filter for the critical path without time-consuming calculations. Once you set the baseline, you can then generate variance reports to see if your actual progress is aligned with your planned progress.

ProjectManager's Gantt chart

Monitor Progress and Performance With Real-Time Dashboards

In order to meet the expectations set by your business case and keep your stakeholders updated, you need to have an eye on your project to see things as they happen. Our real-time dashboard automatically collects and calculates six project metrics and displays them in colorful graphs that are easy to digest. Unlike lightweight tools, there’s no setup required. We also have real-time reports that dive deeper into the data, which can be filtered to show only what you want to see and shared with stakeholders to manage their expectations.

dashboard showing project metrics in real-time

Other Templates to Help Build a Business Case

The business case template is a powerful tool to win over your stakeholders. ProjectManager is not the software that will make the business case a reality. But we’re also an online hub for all things project management, including dozens of free project management templates you can download as you’re building your business case. Here are a few.

Executive Summary Template

Part of any business case is the executive summary. If you need help composing this overview, our free executive summary template for Word is what you should download. It’s all here, everything you’ll need to collect the main points and write a powerful and direct executive summary to sway your stakeholders.

SWOT Analysis Template

When developing a strategic plan for your business case, our free SWOT analysis template for Word helps you map the internal and external factors of influence. SWOT stands for strengths, weaknesses, opportunities and threats. This free template download can help you see your project in a bigger context.

Estimate Template

Another important part of a business case is the financial appraisal. What you need is to make an accurate forecast of your project’s costs. Our free estimate template for Excel helps you identify all the project costs related to labor, materials and more to show your stakeholders why their investment is going to give them a greater return.

Related Content

ProjectManager is also a great place to read about project management. We publish multiple blogs a week and have hundreds of tutorial videos, guidebooks, white papers and much more. These assets cover every aspect of managing a project, from initiation to close. Here are some related to making a business case.

  • 15 Free Word & Excel Templates for Business
  • How to Write a Business Case
  • Cost-Benefit Analysis for Projects: A Step-by-Step Guide
  • What Is a Project Plan? The Ultimate Guide to Project Planning

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Business Case Template for Word, Google Docs, PDF

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Template Highlights

  • Available for download in Microsoft Word or accessible in Google Docs.
  • Offers a dedicated section for you to provide a detailed implementation plan and timeline, allowing you to customize your business case for clear and effective communication with your teams.
  • Assists you in gaining support from investors and stakeholders by helping you present a well-structured business case.
  • Each section of the template includes straightforward instructions, making it easy and simple for you to fill in your business case details.

What is a business case?

A business case is a document that you can use to pitch a project idea to your stakeholders. The process involves identifying a need or problem, outlining a possible solution, and explaining the advantages and disadvantages of your idea.

What does a business case include?

A business case offers details that help stakeholders evaluate your idea by understanding why you’re suggesting a certain solution and what you hope to achieve with your project.  Specifically, a business case template often includes the following sections:

  • Purpose: The business problem or need that your proposed project will solve.
  • Solution: An overview of your solution to the problem or need, which usually includes an overview of the project schedule and timeline.
  • Scope: The time, money, and human investment required for your project. 
  • Alternatives: Other strategies that could be used to solve the same problem.
  • Analysis: The benefits and risks associated with your solution and reasons why you chose your solution over the alternatives.
  • Key performance indicators (KPIs): How you plan to measure the effectiveness or success of the solution.

Importance of creating a business case document

Preparing a business case for a project empowers you to make a compelling argument for your proposed solution.  Additionally, it can increase the chances of your project’s success by enabling the following benefits:

Gaining stakeholder support

A comprehensive business case shows investors and stakeholders that you’ve done the research to prove the value of a solution. This builds trust and credibility, which means you’re more likely to win support for your idea.

Improving project selection 

Writing a business case forces you to clearly define the purpose of each project, consider alternatives, and weigh the benefits against the risks. As a result, you’re more likely to invest in projects that have the best possible outcomes and strategic advantages over alternate solutions.

Enabling proactive risk management

Considering risks is a key part of project management. In fact, two-thirds of project managers regularly take part in risk management activities. And thinking about potential risks at the beginning of a project gives you a headstart on mitigating them. Instead of responding in real-time, you can take a proactive approach

Frequently Asked Questions

What’s the difference between a business plan and a business case, is this business case template free, can i edit this business case template, related tags:.

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business case template

The Business Case states the justification for a project in terms of measurable benefits versus costs . It should include the reason for the project, the options considered, a cost vs. benefits analysis, key milestones , risks and resourcing requirements. stakeholdermap.com
  • Contents of the Business Case
  • Business Case Template
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Business Case Template contents

Field description and guidance for completion.

  • Problem or opportunity
  • Alignment to the Business Strategy
  • Solution alternatives
  • Recommended Solution
  • Expected costs and benefits
  • Implementation Approach.
  • Business Vision, Strategy or Objectives
  • Business processes or technologies which are not operating efficiently
  • New Competitor products or processes which have been identified
  • New technology trends (or opportunities resulting from new technologies introduced)
  • Commercial or operational trends which are driving changes in the business
  • Changes to Statutory, legislative or other environmental requirements.
  • The reasons why the problem exists.
  • The impact it is having on the business (e.g. financial, cultural, operational)
  • Any time scales within which the problem must be resolved, or key milestones.
  • The impact of doing nothing.
  • Any supporting evidence
  • A time frame within which the opportunity will likely exist
  • The positive impact that realization of the opportunity will have on the business.
Issues are defined as anything which currently impacts the ability of the solution to produce the required outcomes stakeholdermap.com
  • There will be no legislative, business strategy or policy changes during this project as it relates to SaaS software and data security.
  • Prices of subscriptions will not increase during the course of this project.
  • Additional human resource will be available from the business to support this project.
  • Time Management
  • Cost Management
  • Quality Management
  • Change Management
  • Risk Management
  • Issue Management
  • Procurement Management
  • Communications Management
  • Acceptance Management
  • Other artifacts as appropriate for the business case
  • Problem / Opportunity research materials
  • Feasibility Study research materials
  • External quotes or tenders
  • Detailed cost / benefit spreadsheets
  • System requirements (if known)
  • Other relevant information or correspondence.

Business Case template

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Business Case Template

A Good Business Case captures and documents the reasoning for starting a new project. Our free Business Case Template provides a sound foundation for developing the business case for your next project.

A Business Case helps to determine whether or not a project justifies an organizations investment into a project. The Business Case defines the problem and its impact and performs a Cost Benefit Analysis for the proposed solution. It also looks at possible alternative solutions. Often overlooked, the Business Case checks to see that the project aligns with the organization’s strategic plans.

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1. executive summary.

This Business Case Template provides you with a good starting point for which to develop your project/organization specific Business Case. You can download the MS Word version of this template by clicking on the Word icon above.

This section should provide general information on the issues surrounding the business problem and the proposed project or initiative created to address it. Usually, this section is completed last after all other sections of the business case have been written. This is because the executive summary is exactly that, a summary of the detail that is provided in subsequent sections of the document.

This business case outlines how the Web Platform (WP) Project will address current business concerns, the benefits of the project, and recommendations and justification of the project. The business case also discusses detailed project goals, performance measures, assumptions, constraints, and alternative options.

This section of the business case should briefly describe the business problem that the proposed project will address. This section should not describe how the problem will be addressed, only what the problem is.

Because of an expanding client base, Smith Consulting has moved to a de-centralized business model over the last 2 years. As we continue to support more clients in more locations, the administration of our workforce has become more difficult. Until now, many of our internal requirements such as reporting, payroll activities, and resource management have been done via legacy mainframe systems. As our workforce expands in numbers and area, these legacy mainframe systems have become inadequate to effectively manage these administrative activities. This inadequacy is manifested in higher costs and increased employee turnover which we have seen over the last 12 months. In order to more effectively manage our administration, reduce costs, and improve employee turnover, Smith Consulting must move to a web-based application as outlined in this business case for the WP Project. By doing so, employees will assume a greater role in managing their administrative issues, have access to timesheets securely online, and the company can manage its administration from one central and common platform.

1.2 Anticipated Outcomes

This section should describe the anticipated outcome if the proposed project or initiative is implemented. It should include how the project will benefit the business and describe what the end state of the project should be.

Moving to a centralized web-based administrative platform will enable Smith Consulting to manage its employee payroll systems and administrative functions in a seamless and consolidated manner. This technology migration will reduce overhead costs associated with the large workforce currently required to manage these tasks. De-centralized employees will have more autonomy to manage their payroll elections, training, reporting, and various other administrative tasks. The company will also benefit from more timely and accurate financial reporting as a result of our regional managers’ ability to enter and continuously update their financial metrics. This real time access reduces errors, improves cycle time, and is readily available to any authorized user.

1.3 Recommendation

This section of our business case template summarizes the approach for how the project will address the business problem. This section should also describe how desirable results will be achieved by moving forward with the project.

Various options and alternatives were analyzed to determine the best way to leverage technology to improve the business processes and reduce the overhead costs within Smith Consulting. The approach described herein allows us to meet our corporate objectives of continuously improving efficiency, reducing costs, and capitalizing on technology. The recommended WP Project will methodically migrate the data and functions of our current mainframe system to our new web-based platform in order to preserve data integrity and allow adequate time to train all employees and managers on their responsibilities and respective administrative functions. The web-based platform is compatible with all other current IT systems and will improve the efficiency and accuracy of reporting throughout the company. Some of the ways that this technology will achieve its desired results are:

  • Employees will be able to enter and edit their timesheet data at any time from any location instead of phoning their data to their regional manager for entry into the mainframe system
  • Timesheet and payroll data will be immediately accessible for quality control and reporting purposes which will reduce the need for staff in non-billable positions to gather, analyze and compile data
  • Employees will have the ability to register for training which reduces the burden on managers and training staff

1.4 Justification

This section justifies why the recommended project should be implemented and why it was selected over other alternatives. Where applicable, quantitative support should be provided and the impact of not implementing the project should also be stated.

The migration of payroll and other administrative functions from the legacy mainframe system to the web-based platform will result in greater efficiency with regards to company resources and business processes. The WP Project is also aligned with corporate strategy and objectives since it uses technology to improve the way we do business. While other alternatives and the status quo were analyzed, the WP Project was selected for proposal in this business case because it provides the best opportunity to realize benefits in an expedited manner while also allowing for the greatest improvement in efficiency and cost reduction. Other alternatives assumed greater risk, provided less benefits, were too difficult to define, or were not suitably aligned with current corporate strategy and/or objectives.

Initial estimates for the WP Project are:

  • 15% reduction in overhead costs in the first 12 months
  • 10% decrease in employee turnover in the first 12 months
  • 50% immediate decrease in time to generate weekly and monthly financial reports
  • 25% immediate decrease in the amount of time it takes to resolve payroll issues

2. Business Case Analysis Team

This section of the business case template describes the roles of the team members who developed the business case. It is imperative that participants and roles are clearly defined for the business case as well as throughout the life of the project.

The following individuals comprise the business case analysis team. They are responsible for the analysis and creation of the WP Project business case.

3. Problem Definition

3.1 problem statement.

This section describes the business problem that this project was created to address. The problem may be process, technology, or product/service oriented. This section should not include any discussion related to the solution.

Since its inception, Smith Consulting has relied upon a mainframe system to manage payroll and other administrative employee functions. As the number of employees grows, so does the burden placed upon headquarters to effectively manage the company’s administration at acceptable levels. In the last two years Smith Consulting has hired 5 employees into overhead positions to help manage and run the day to day administration operations. These positions provide little or no return on investment as they are not billable positions and only maintain the status quo; they do nothing to improve the management of the company’s administration. Additionally, employees must currently call their regional managers to enter their work hours and raise any concerns regarding payroll and administrative tasks. This places a large burden on managers who much balance these requirements with their day to day billable tasks.

Reporting is another problem area associated with the legacy mainframe system. All weekly and monthly financial reports must be generated manually which allows for a high probability of error and require significant amounts of time. These manual tasks further add to the burden and expense of the company.

3.2 Organizational Impact

This section of our template describes how the proposed project will modify or affect the organizational processes, tools, hardware, and/or software. It should also explain any new roles which would be created or how existing roles may change as a result of the project.

The WP Project will impact Smith Consulting in several ways. The following provides a high-level explanation of how the organization, tools, processes, and roles and responsibilities will be affected as a result of the WP Project implementation:

Tools: the existing legacy administration platform will be phased out completely as the WP Project is stood up and becomes operational. This will require training employees on the WP tools and their use in support of other organizational tools.

Processes: with the WP Project comes more efficient and streamlined administrative and payroll processes. This improved efficiency will lessen the burden on managers and provide autonomy to employees in managing their administrative and payroll tasks and actions.

Roles and Responsibilities: in addition to the WP Project allowing greater autonomy to employees and less burden on managers, the manpower required to appropriately staff human resources and payroll departments will be reduced. While we greatly value our employees, the reduction of non-billable overhead positions will directly reflect in our bottom line and provide an immediate return on our investment. The new platform will be managed by the IT group and we do not anticipate any changes to IT staffing requirements.

Hardware/Software: in addition to the software and licensing for the project, Smith Consulting will be required to purchase additional servers to accommodate the platform and its anticipated growth for the next 10 years.

3.3 Technology Migration

This section of the Business Case Template provides a high-level overview of how the new technology will be implemented and how data from the legacy technology will be migrated. This section should also explain any outstanding technical requirements and obstacles which need to be addressed.

In order to effectively migrate existing data from our legacy platform to the new Web-based platform, a phased approach has been developed which will result in minimal/no disruption to day to day operations, administration, and payroll activities. The following is a high-level overview of the phased approach:

Phase I: Hardware/Software will be purchased and the WP system will be created in the web-based environment and tested by the IT development group.

Phase II: IT group will stand up a temporary legacy platform in the technology lab to be used for day to day operations for payroll and administration activities. This will be used as a backup system and also to archive all data from the company mainframe.

Phase III: The web-based platform will be populated with all current payroll and administrative data. This must be done in conjunction with the end of a pay cycle.

Phase IV: All employees will receive training on the new web-based platform.

Phase V: The web-based platform will go live and the legacy mainframe system will be archived and stood down.

4. Project Overview

This section describes high-level information about the project to include a description, goals and objectives, performance criteria, assumptions, constraints, and milestones. This section of the Business Case consolidates all project-specific information into one chapter and allows for an easy understanding of the project since the baseline business problem, impacts, and recommendations have already been established.

The WP Project overview provides detail for how this project will address Smith Consulting’s business problem. The overview consists of a project description, goals and objectives for the WP Project, project performance criteria, project assumptions, constraints, and major milestones. As the project is approved and moves forward, each of these components will be expanded to include a greater level of detail in working toward the project plan.

4.1 Project Description

This section describes the approach the project will use to address the business problem(s). This includes what the project will consist of, a general description of how it will be executed, and the purpose of it.

The WP Project will review and analyze several potential products to replace Smith Consulting’s legacy payroll and administration mainframe system with a web-based platform. This will be done by determining and selecting a product which adequately replaces our existing system and still allows for growth for the next 10 years. Once selected, the project will replace our existing system in a phased implementation approach and be completed once the new system is operational and the legacy system is archived and no longer in use.

This project will result in greater efficiency of day to day payroll and administrative operations and reporting, significantly lower overhead costs, and reduced turnover as a result of providing employees with greater autonomy and flexibility. Additionally, managers will once again be focused on billable tasks instead of utilizing a significant portion of their time on non-billable administrative tasks.

Smith Consulting will issue a Request for Information in order to determine which products are immediately available to meet our business needs. Once the product is acquired, all implementation and data population will be conducted with internal resources.

4.2 Goals and Objectives

This part of the template lists the business goals and objectives which are supported by the project and how the project will address them.

The WP Project directly supports several of the corporate goals and objectives established by Smith Consulting. The following table lists the business goals and objectives that the WP Project supports and how it supports them:

4.3 Project Performance

This section describes the measures that will be used to gauge the project’s performance and outcomes as they relate to key resources, processes, or services.

The following table lists the key resources, processes, or services and their anticipated business outcomes in measuring the performance of the project. These performance measures will be quantified and further defined in the detailed project plan.

4.4 Project Assumptions

This section lists the preliminary assumptions for the proposed project. As the project is selected and moves into detailed project planning, the list of assumptions will most likely grow as the project plan is developed. However, for the business case there should be at least a preliminary list from which to build.

The following assumptions apply to the WP Project. As project planning begins and more assumptions are identified, they will be added accordingly.

  • All staff and employees will be trained accordingly in their respective data entry, timesheet, and reporting tasks on the new web-based system
  • Funding is available for training
  • Funding is available for purchasing hardware/software for web-based system
  • All department heads will provide necessary support for successful project completion
  • Project has executive-level support and backing

4.5 Project Constraints

This section of the business case template lists the preliminary constraints for the proposed project. As the project is selected and moves into detailed project planning, the list of constraints will most likely grow as the project plan is developed. However, for the business case there should be at least a preliminary list from which to build.

The following constraints apply to the WP Project. As project planning begins and more constraints are identified, they will be added accordingly.

  • There are limited IT resources available to support the WP Project and other, ongoing, IT initiatives.
  • There are a limited number of commercial off the shelf (COTS) products to support both payroll and administrative activities.
  • As implementation will be done internally and not by the product developers or vendors, there will be limited support from the hardware/software providers.

4.6 Major Project Milestones

This section of our template lists the major project milestones and their target completion dates. Since this is the business case, these milestones and target dates are general and in no way final. It is important to note that as the project planning moves forward, a base-lined schedule including all milestones will be completed.

The following are the major project milestones identified at this time. As the project planning moves forward and the schedule is developed, the milestones and their target completion dates will be modified, adjusted, and finalized as necessary to establish the baseline schedule.

5. Strategic Alignment

All projects should support the organization’s strategy and strategic plans in order to add value and maintain executive and organizational support. This section of the business case template provides an overview of the organizational strategic plans that are related to the project. This includes the strategic plan, what the plan calls for, and how the project supports the strategic plan.

The WP Project is in direct support of several of Smith Consulting’s Strategic Plans. By directly supporting these strategic plans, this project will improve our business and help move the company forward to the next level of maturity.

6. Cost Benefit Analysis

Many consider this one of the most important parts of a business case as it is often the costs or savings a project yields which win final approval to go forward. It is important to quantify the financial benefits of the project as much as possible in the business case. This is usually done in the form of a cost benefit analysis. The purpose of this is to illustrate the costs of the project and compare them with the benefits and savings to determine if the project is worth pursuing.

The following table captures the cost and savings actions associated with the WP Project, descriptions of these actions, and the costs or savings associated with them through the first year. At the bottom of the chart is the net savings for the first year of the project.

Based on the cost benefit analysis above we see that by authorizing the WP Project, Smith Consulting will save $247,239.00 in the first year alone. This represents a significant improvement in our operating costs and is a clear indicator of the benefit this project will have on the company.

7. Alternative Analysis

All business problems may be addressed by any number of alternative projects. While the business case is the result of having selected one such option, a brief summary of considered alternatives should also be included—one of which should be the status quo, or doing nothing. The reasons for not selecting the alternatives should also be included.

The following alternative options have been considered to address the business problem. These alternatives were not selected for a number of reasons which are also explained below.

8. Approvals

The business case is a document with which approval is granted or denied to move forward with the creation of a project. Therefore, the document should receive approval or disapproval from its executive review board

The signatures of the people below indicate an understanding in the purpose and content of this Business Case by those signing it. By signing this document you indicate that you approve of the proposed project outlined in this business case and that the next steps may be taken to create a formal project in accordance with the details outlined herein.

To download this business case template in MS Word format, click the Download Template link at the top of this page.

How to Write a Business Case (+Free Template)

How to Write a Business Case (+Free Template)

Table of contents

it business case template word

Rochi Zalani

Does crafting a compelling business case make your palms sweaty? You’re not alone.

Creating a business case — a project management document enlisting the benefits vs. costs of executing a project — can feel daunting. 

What should you include? What makes the document boring? How can you make your case convincing? Argh. It’s jaw-clenching. 😬

And yet, knowing how to present your argument well is critical to get buy-in from stakeholders. Instead of looking at it like a nuisance you don’t want to deal with, treat it like a holy grail that decides whether or not your project gets translated into action.

In this article, I’ll tell you exactly what a business case is and offer a step-by-step process to write one that gets the green light instantly. 

business case template

Download our FREE business case template >

What is a business case?

A business case is a document you put together to highlight, address, and resolve a business problem. 

Example : Let’s say you want to outsource your company’s marketing to an agency because they have more expertise, a larger team, and a freelance network. 

A persuasive business case will highlight why the benefits outweigh the costs of this investment. 

  • Maybe you mention the problem — your marketing team is short-staffed, and you don’t have the budget to hire a full-time lead.
  • Then, you highlight the proposed solutions — like hiring a freelance consultant, an agency, or an entry-level marketer.
  • Lastly, you present your preferred option — working with an agency — and why it’s the most lucrative choice for the company.  

Key stakeholders use this business case to decide whether or not to move forward with your initiative. 

The crucial bit, especially for established enterprise companies, is shedding a spotlight on why the company should deviate from business-as-usual (BAU) and create a change instead. After all, if what the company is doing is already working, why disturb the harmony?

To continue our above example: 

  • When making a business case for hiring a marketing agency, call attention to why your current understaffed marketing department is unable to get results.
  • Outsourcing to an agency will ensure you have the right-fit content marketing strategy that gets desired outcomes and takes some load off of your in-house team.

Your business case can take an advocacy slant — where you side with one preferred solution. Or you can also present all potential options and let the stakeholders decide for themselves based on your presentation — a more impartial approach. 

A business case might sound just like creating a business plan or a project plan, but those three are different things.  

AI Business case generator > AI Business case generator >

it business case template word

How is a business case different from a business plan and a project plan? 

Business case vs. business plan : 

  • Specific VS broad - A business case zooms in and shows why the company should pursue a specific project. On the other hand, a business plan highlights why the company should go for a completely new business. 
  • Level of detail - A business plan includes overall market research, goals from the business as a whole, and how you plan to achieve those aims. You might prepare a business plan for an existing business if you’re aspiring to take a significantly new direction for the company. 

Business case vs. project plan :

  • The Why VS the How - A business case argues why a company should proceed with a project. A project plan, on the other hand, gets into the nitty-gritty of exactly how a company will tackle an approved project.
  • Path to results - While a business case does include high-level steps on how you plan to achieve your desired results, it does so on a surface level without deep diving into the specifics of each step.

Every project needs a project plan. Every new business needs a business plan. But does every single project need a business case? No. 

When would you need a business case?

If you are part of a multi-million dollar company, you may not need to present a well-crafted argument for buying a $5/month tool. But there are three conditions under which you definitely do need a business case:

  • When you need to get a buy-in for significant investment from stakeholders. 
  • When you aim to provide all possible solutions for a problem. 
  • When you want to outline your vision for a project.

Having a business case in place ensures you’re taking a well-thought-out, strategic approach to implementing your project.

Your proposed solution might be a no-brainer inside your head. But how do you make stakeholders see eye to eye with you? It’s all about doing your homework right. 

Preliminary checks: How to write a business case that gets the green light?

Here’s a five-step process you should follow before documenting your business case to ensure you get yeses all over. 

Step 1: Engage the stakeholders

Ask the people what they want.

Before you even begin crafting your pitch, you should know the problems your target audience (AKA your stakeholders) are facing. Are they looking to cut costs? Is the business’ goal to boost employee retention this financial year? Do stakeholders want to increase profits?

  • If your stakeholder is external investors, speak to several C-suite executives about what issues are causing the investors the most friction.
  • If the stakeholders are your team members, schedule 1:1 catch-ups and chat about what’s a time-suck activity they want to eliminate.
  • If it’s your manager, ask them what’s the biggest problem they’re looking to solve.

How much time should you devote to this step? It depends on your project. If it’s a high-stakes ask, demanding a wad of money, you must spend more time reading the room. Your aim is to sniff opportunities and get super specific about the problem you’re aiming to solve.

Andy Raskin, who helps CEOs align their leadership teams around a strategic narrative, showcased a deck by Uberflip that first highlighted the status quo with all the pain points of the target audience — followed by a teaser of the results stakeholders would get if they acted on their project.

it business case template word

Create something similar that shows the promise of your business case. You can also use a graph and data to show your proposition is profitable — especially if your stakeholders get numbers more than stories. 

‍ Dr. Mike Clayton , the founder of Online PM Courses , says this stakeholder pulse-check is a crucial no-brainer step for multifold reasons:

Think like a journalist on the ground. The more you understand your stakeholders, the better you can craft a business case that addresses their concerns. 

Step 2: Research the market 

You don’t want to lead a business case and have a stakeholder point out a better alternative you missed. 

Don’t go into the research with assumptions. Have an open mind and study all possible solutions for your business problem.

Why? It’s simpler to course-correct now than find a better replacement during self-editing your business case — after you’ve already spent weeks preparing it.

For example, if your business case is about investing in an expensive software to hire better staff, dive deep and know about all possible other hiring tools out there. Hunt G2 , Capterra , TrustRadius , Reddit , and speak to other folks in the industry who might use these tools. 

Airbnb’s pitch deck from 2008 is a good example of showing you’ve done your homework by highlighting why the rivals aren’t as big of a hit and then sharing your competitive advantage. 

it business case template word

Marissa, Founder & President at M. Taffer Consulting , says not asking enough questions is the number one mistake you can make during research:

Step 3: Compare and shortlist various approaches you could take

Eliminate all the possible solutions that don’t fit your company. If you look at our last example, you can eliminate any tools that provide exclusively US-based folks if you’re looking to hire talent offshore. Once you have a list of solutions that make sense for you to consider, shortlist all of them and enlist their pros and cons. For each method, think: 

  • a) Why would this work well for the business? 
  • b) Does the cost of this method justify its benefits? 
  • c) What could go wrong if we moved ahead with this method?

Steve from Dreamit Ventures shares a “ Power Grid ” you can take inspiration from to make your own competition chart and why your preferred solution is better than the alternatives. 

it business case template word

After running this fine-toothed comb, you’ll be able to cross off even more potential solutions. Now, only a handful of options worth considering remain. 

Step 4: Compile data and finalize your preferred solution

The last step is pinpointing your preferred solution. If you’ve done step three right, the choice should be easy, or there’d be a tie between a couple options. The stakeholders should know you’ve done this homework. Compile all the data you’ve collected about the potential solutions to the business problem and convert it into a digestible form.

This could be as simple as converting your pros and cons list into a table or more complex, like presenting your data visually through graphs and pie charts. 

For example, in the presentation Buffer used to raise half a million dollars , they presented a Business Model slide showing numbers with projected revenue, freemium model details, and user acquisition costs. 

it business case template word

A business model is different from a business case, but you can use these same principles to highlight why stakeholders should move ahead with your preferred solution. 

How much work you should crunch in this step depends on the specific business case, the problem you’re solving, and the size of your project. 

  • If it’s a small investment — like imbibing a no-meeting days policy in your company — don’t squander your hours making an aesthetic statistical representation.
  • But if it’s a huge qualitative business case — such as hiring a high-ticket, successful freelance writer — schedule time in your calendar to present your case well.

You can also add a ranking criterion in your business case where you give a score between one to 10 to all possible solutions. Make the ranking system as nuanced as you wish, depending on your project. 

Step 5: Document 

With all the data in place and a preferred solution at hand, you’re ready to dive in and create your business case.

Is there a specific structure you should follow? Not really. Many organizations have a business case format that you can use for your project.

If there’s no such template at your company, and it’s your first rodeo at creating a business case, don’t worry. We have a handy template you can easily use and tweak to build your project business case. 

What should you include in your business case? [Free template]

No two project business cases are made the same. You don’t need to provide a 50-page presentation for funding of $2,000 if your yearly revenue is in billions. The reverse is also true: You can’t write three slides if you’re trying to revamp the whole sales strategy. 

Regardless, some things should be present in every business case — like an executive summary of the project, a predicted return on investment (ROI), and resources needed from the company. 

I’ve listed these essentials below, along with a brief description of what you should include in each section. You can also tweak and create a personalized structure for each project. For example, if you think your risk assessment should precede the calculated ROI, feel free to make that change. There is no one ‘right’ way to make a business case. 

At the end of this section, you can find a template you can copy and fill out for your own project. 

Executive summary

An executive summary is the first section of your business case, but it’s the last thing you write. Why? Because it’s your written elevator pitch — it decides whether you pique your stakeholders’ interest or send them on a snooze fest.

If you think like a writer, this section is as important as writing a compelling introduction. In a short and snappy way, you have to present the summary of your project, its goals, and the benefits the business will derive from executing this project. Write it like an engaging hook that perks up the ears of your stakeholders.

Questions to answer : 

  • What is this project about? 
  • What are the goals for this project?
  • What’s the business problem you’re tackling with this project?

Mission statement

Write a short section about the problem you’re trying to solve by implementing this project. The key thing to highlight here is how your project aligns with the overall business mission and fits into the company’s overarching goals.

  • How does this business case fit into the company’s overall business goals?
  • What specific problem are you trying to solve through this business case?
  • What is the end goal of this project?

Problem analysis 

Remember when you talked to stakeholders, researched solutions, compiled all the data, and finalized your proposed solution? This is the place to demonstrate all the work you’ve done and show you have a clear understanding of the problem at hand.

  • Why is this an important problem for the business to address now? 
  • What are the competitors doing to fix this problem?
  • What other solutions are present in the market?

Solution description

In this section, showcase why you recommend your preferred solution and how it's better than the alternatives in the market. The ‘solution description’ is also where you show exactly how you will bring your solution into execution and the operational resources needed for its implementation.

  • What is your recommended solution?
  • How is your preferred solution better than the alternatives?
  • How will this solution be implemented operationally in the company? 

SWOT and risk analysis of your preferred solution

Even your preferred method might have its weaknesses. Instead of curtailing them, bring them out in the open and show what you’ll do to eradicate the weaknesses and mitigate the risks. There’s also the option to split this section into two — SWOT analysis and risk assessment — if it’s a high-stakes business case.

Stephanie Walls , an NYC metro area-based project manager with almost ten years of experience, says omitting or underplaying the risks involved with a project is the biggest mistake you can make: 

Questions to answer :

  • What are the strengths, weaknesses, opportunities, and threats associated with your proposed solution?
  • How are you planning to double down on the strengths and opportunities?
  • What’s the game plan for mitigating the risks, threats, and weaknesses?

Cost and benefits 

Write the details of all the resources you need, whether funding or workforce, along with outlining how you plan to secure the necessary resources. Ask for help from an accountant if the balance sheet isn’t your forte. Next, deep dive into the benefits of implementing this solution and what ROI the business can hope to make from putting it into action.

  • What are the resources you need to execute your solution?
  • What is the expected return on investment if this project runs successfully?
  • How do you plan on getting the financial and non-financial assets you need?

Overarching project plan and timelines

Without getting into the nitty-gritty, write the tasks involved with this project and how you plan on implementing them. Also include a timeline for when you'll be able to complete this project and when you can reach certain promised milestones. 

  • What are the tasks involved with implementing this project?
  • How are the items to do divided and plan to be executed?
  • When can the benefits of this project be realized?

Download your business case template  

[Go to File > Make a copy > Fill in your project details].

These barebones formats will help provide a basic structure to your business case. But persuasion is more of an art than a math problem — and you don’t want to ramble and talk phooey while presenting your business case live with stakeholders staring down at you.

How can you inject some soul into a boring business case?

Best practices for creating a business case

Getting a lukewarm response to a business case you spent weeks (or even months) preparing, refining, and tightening is discouraging. Here are some handy best practices to add a little oomph to your argument: 

#1: Craft a story around your business case

Data and figures are great. They prove your point is logical, well-thought, and supported by the math Gods. But they don’t “click” with people the same way stories do. Research has repeatedly proven stories to be more persuasive than statistics.

Change can be uncomfortable and fearful for stakeholders. A story tugs to the heart before it fancies the brain — helping people overcome their resistance to change. 

The best part? When you become a great storyteller , you don’t just make your business case more convincing and engaging, but you also make your points more memorable. Only 5% of people remember statistics, while 63% of people remember stories, according to an experiment in Made to Stick by Chip Heath and Dan Heath.

Ideas for imbibing a story into your business case :

  • Create a narrative around the problem your business case aims to solve. 
  • Show testimonials, dialogues, and feedback from real people.
  • Use illustrations in your slide presentation to craft a story.

#2: Scrutinize each sentence

If you want to hold the attention of your stakeholders from the beginning to the end of your presentation, ensure each sentence you have adds value to your argument. Be ruthless in deleting fluff and presenting your case in as simple words as possible.

When you’ve spent so much sweat doing market research and collecting data, it can be hard to identify what’s relevant and what’s needless overwhelming information.

Even worse: Sentences that make sense to you might go over the head of your stakeholders. Use Wordtune to make your writing clearer, concise, and clean — no matter whether you want a casual tone, a business tone, or simply shorten your sentences. It’s your magic wand to translate hard-to-read sentences into legible ones with a single click.

it business case template word

Learn more : How To Write Better Sentences (And Develop Your Writing Skills)

Ideas for refining your business case so each sentence adds value :

  • Ask an unbiased eye — your friend, spouse, or coworker — to point out what makes sense and what doesn’t. 
  • Develop some self-editing chops to ensure clarity and logic become your BFFs. 
  • Use tools like Wordtune to fine-tune your writing to be more accessible.

#3: Answer your audience’s questions in advance

A surefire way to get the stakeholders on your side is by predicting their questions and addressing their concerns before they get a chance to voice them.

For example, if the CFO might be worried about the finances, dig your hands into the accounting department and check your basics. Discuss expenses proactively and emphasize the benefits of betting on your business case.

If you have done your homework and spoken to stakeholders, this best practice is easy-peasy. You already know what’s on your audience’s mind and the issues they’re struggling with. But they aren’t the only ones who hold the reins.

While stakeholders are the primary decision-makers, there are also decision influencers — who have a high effect on what the stakeholders think of your business case. Similarly, the people who will do the day-to-day of the project — the implementers — might also raise some problems you might have missed.

Rhona Aylward , Deputy Everything Officer with a Project Management Office at Psoda , suggests dividing stakeholders into four camps depending on their relative importance to the project: 

  “A simple chart with influence on one axis and interest on the other works well. You then plot each stakeholder’s relative position and that shows you the level of engagement each one should get.

it business case template word

You then use this map to work out your engagement plan. Things to think about when planning are: 

a) Are the stakeholders positive, negative, or neutral about your project?

b) Who are the biggest champions and who are the biggest detractors

c) Who is likely to be emotionally invested in the project’s outcome (positive or negative)?

d) Who is connected to who and how are they connected?”

Addressing your audience’s questions means predicting the problems of all these groups and tailoring your message for each. If your colleagues are the implementers, take their feedback on the first draft of your business case. If your manager is a decision influencer, run your business case idea by them before you start preparing it. 

Ideas for addressing your audience’s concerns ahead of time : 

  • Interview stakeholders before you begin drafting your business case. 
  • Highlight how you’ll be resolving your stakeholder’s concern proactively in your presentation. 
  • Ask for insights into your business case from a few audience members ahead of time and include their recommendations while editing.

#4: Add visuals to splash some color to your business case

Facts and figures alone can be dry and tedious. But graphs and pie charts and video testimonials? They splash some much-needed color into your business case.

Data backs this up: When people hear or see information presented out loud, they remember 10% of it. But when the same info is armed with relevant images, people retain 65% of the data .

Ideas for adding visuals to your business case :

  • Convert statistics into visual data formats — like tables and pie charts. 
  • Find elements where you can employ images and videos instead of text. 
  • Add a unique slant to your business case by taking an entertaining and/or casual approach.

#5: Treat your business case like a live document

As the project gets put into action, new information arises, or fresh roadblocks occur that weren’t accounted for in the business case. The competitive landscape might shift, leading to changes in your business strategy. The predicted finances become actual costs, which might be more or less than your estimates.

The business case should be up to date on all the changes happening during execution because it’s constantly referenced during a project. 

Ideas for keeping your business case updated :

  • Block time in your calendar every other week to update the business case. 
  • Assign responsibility among the team members to upgrade the business case.
  • Reference the business case in every stage of the project and add any missing info as you move along.

Business case: The stepping stone to a project’s success

A business case isn’t just a theoretical document — it’s a breathing file that lays the groundwork for your action plan and helps you get tangible results.

Building a solid business case doesn’t just get stakeholders' buy-in, but also gives you a crystal clear vision for your project and makes execution less daunting. 

‍ Download the business case template to make your own easily and use Wordtune to make it tight as a drum. I hope you receive an overwhelming “yes” to your proposal!

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How To Write the Perfect Business Case

How to write a business case

Why do too many projects fail to deliver their objectives even though project management best practices appear to be used? Project management is naturally complicated, but it can be disastrous if you don’t have sufficient buy-in from the right parties. Writing a strong and complete business case can make all the difference.

https://main--bacom-blog--adobecom.hlx.page/blog/fragments/workfront-product-tour

In this how-to guide you will discover,

  • What is a business case?

Why you need a business case

  • Is the project worth doing?

When to use a business case

How to write a business case, the business case template, a business case example, 1. the executive summary, 2. the finance section, 3. the project definition, 4. project organization, managing the business case, making the case, frequently asked questions, what is a business case.

A business case is developed during the early stages of a project and outlines the why, what, how, and who necessary to decide if it is worthwhile continuing a project. One of the first things you need to know when starting a new project are the benefits of the proposed business change and how to communicate those benefits to the business.

While the project proposal focuses on why you want a project, it will only contain an outline of the project:

  • business vision
  • business need
  • expected benefits
  • strategic fit
  • products produced
  • broad estimates of time and cost
  • and impact on the organization

In contrast, the business case, which is first developed during the project initiation phase , contains much more detail. It should be reviewed by the project sponsor and key stakeholders before being accepted, rejected, canceled, deferred, or revised.

Depending on the scale of the business change, the business case may need further development as part of a detailed investigation. Therefore, it should be developed incrementally so that time and resources aren’t unnecessarily wasted on the impractical.

Preparing the business case involves an assessment of:

  • Business problem or opportunity
  • Costs including investment appraisal
  • Technical solutions
  • Impact on operations
  • Organizational capability to deliver the project outcomes

These project issues are an important part of the business case. They express the problems with the current situation and demonstrate the benefits of the new business vision.

The business case brings together the benefits, disadvantages, costs , and risks of the current situation and future vision so that executive management can decide if the project should go ahead.

Many projects start life as a walk in the fog, which is fine in itself, but never see the light of day or stumble along aimlessly for too long because the clarity of scope , time-scale, cost, and benefits are not defined adequately during the first stages of the project.

Is the project worth doing

Why are you starting a project? Chances are you’re doing it because you need to solve a problem.

Usually, the problem is something that gets in the way of achieving your goals . So, it seems a project is about achieving goals and your goals won’t be realized unless you deal with the problem (or opportunity or circumstance.)

If a project is worth doing you need to answer 4 simple questions:

  • What is your goal?
  • What’s stopping you from reaching the goal?
  • How much change is needed to overcome the problem?
  • Are you certain this will solve the problem?

Can you answer these questions quickly? Do you have evidence to support or refute your assumptions?

If not, it may not be worth starting a project.

Ebook: The Complete Guide to Planning Creative Projects Ebook: 3 Strategies to Plan Successful Marketing Projects

The business case is needed when resources or expenditure on a project has to be justified. Approval is usually sought from the project sponsor and other interested parties. For instance, the finance function may authorize funds and the IT department provide resources.

The purpose of the business case is communication. Therefore, each section should be written in the parlance of the intended audience.

Moreover, it should only contain enough information to help decision making. When writing a business case keep the following in mind:

  • Be brief and convey only the essentials.
  • Make it interesting, clear, and concise.
  • Eliminate conjecture and minimize jargon.
  • Describe your vision of the future.
  • Demonstrate the value and benefits the project brings to the business.
  • Ensure consistent style and readability.

The project sponsor is responsible for preparing the business case. However, all appropriate team members should contribute to its development. Likewise, subject matter experts from other functions ― finance, HR, IT, service delivery, and so on ― can provide specialist information.

Those writing the business case should have a thorough understanding of the project’s aims and be able to merge the varied and potentially complex plans into one document using the following business case template.

What follows are the four steps to writing a business case template for your project. It includes the following four sections:

  • Executive Summary
  • Project Definition
  • Project Organization

This example of a business case is a simplified version for a small company with few staff. The bigger the project, the bigger the risk, which means the more detail you will need to provide for your investors and stakeholders.

EXECUTIVE SUMMARY

In 2021, retail e-Commerce revenue reached 768 billion US dollars. People are expecting more digital experiences and want to interact and purchase what they need online.

Our current website is just a static page with no interaction available to possible customers. With a website upgrade to incorporate an e-Commerce store, we can entice users to purchase all their training online, in return increasing productivity and efficiency within the office. An estimated $25,000 could be saved a year through this upgrade.

1.1 Financial Appraisal

The expected cost of the new website is $15,000 with a $500 annual maintenance fee.

The training costs of the staff is estimated at $2,000, but the reduction of administration and manual handling of orders is estimated to save $25,000 annually.

1.2 Sensitivity Analysis

The alternatives include:

  • Maintaining the current system, which costs $25,000 annually to maintain and run.
  • Upgrading the website, but not including an e-Commerce store. This would cost $6,000, but the cost of processing the orders is still $25,000.
  • Outsourcing the training purchases to a third-party site, which would cost between $49.99 - $100 per month. In the long run this would cost more and offer less development scope.

2. PROJECT DEFINITION

2.1 Background information

The World is digitizing and we, as a business, must keep up with consumer demand if we are to remain one of the most sought-after training providers.

Since 2020 and the outbreak of Covid-19, many more people have been working remotely and wish to access their training requirements online. We need to update our systems to provide our customers with a purely online system that can provide them with their required training courses in a virtual environment, from purchase through to attendance. This new e-Commerce website is the first step in this process.

2.2 Business Objective

The goal is to provide an online platform where customers can purchase their training requirements.

The solution is to build an e-Commerce website.

This syncs with the business strategy, as it will increase efficiency and profits.

2.3 Benefits and Limitations

The benefits of this project far out-weigh the negatives. They include:

  • Improvement in the quality of customer service and user journey
  • Increased conversion rate through streamlined processes
  • Cost savings through efficiencies
  • Reduced working capital
  • Increase in revenue generated
  • Remain competitive in a digital world.

The limitations of this project remain with staffing, as we do not have a web designer or developer within our company, meaning this will still have to be outsourced if anything arises at a future date.

2.4 Option Identification & Selection

Options for the e-Commerce site include the following:

  • WordPress website with WooCommerce store
  • All-in-one website hosted on e-Commerce platform such as Shopify
  • Use of third-party payment system, such as Stripe, PayPal, or Worldpay
  • Ability to take payments directly through the website and acting as controller and processor of user’s sensitive data
  • Inclusion of a blog
  • Integration of CRM platform.

2.5 Scope, Impact, and interdependencies

The website will be built independently from the current site, so will not affect any current processes or user experience.

2.6 Outline Plan

The website will be built by an external agency and will take around 6 months to complete and push live.

One month before going live the staff will undertake essential training.

2.7 Market Assessment

Since retail e-Commerce has risen to $768 billion US Dollars, it’s time we also made the move to online sales.

2.8 Risk Assessment

The project will be completed out of house.

2.9 Project Approach

The project will be managed out of house.

2.10 Purchasing Strategy

We will enter a contractual agreement with the creative agency. Attached is a copy of the proposed contract.

3. PROJECT ORGANIZATION

3.1 Project Governance

Project will be managed by the agency and in-house by the Centre Executive.

3.2 Progress Reporting

The agency will report to the Centre Executive.

Depending on the length of the business case you may want to include a high-level summary of the project.

The executive summary is the first section of the business case and the last written. It is a short summary of the entire business case. It succinctly conveys vital information about the project and communicates the entire story to the reader.

First impressions are important. Get this right!

The finance section of an effective business case is primarily for those who approve funding. The finance function will be interested in this plus the first half of the project definition.

Financial appraisal.

When you prepare the financial appraisal seek advice on content and presentation from the finance function. In the case of capital developments, consult subject matter experts.

The purpose of a financial appraisal is to:

  • Identify the financial implications for the project
  • Compare project costs against the forecast benefits
  • Ensure the project is affordable
  • Assess value for money
  • Predict cash flow.

Sensitivity analysis.

Sensitivity analysis concerns project risk and looks at alternative futures by measuring the impact on project outcomes or assumptions of changing values in which there is uncertainty.

In effect, sensitivity analysis lets the project accountant experiment with possible scenarios.

This is the largest part of the business case and is for the project sponsor, stakeholders, and project team. It answers most of the why, what, and how questions about your project.

Background information.

The purpose of this section is to give a clear introduction to the business case and project. It should contain a brief overview of the reasons why the project or business change has come about: the problem, opportunity, or change of circumstances.

If necessary, refer to related programs, projects, studies, or business plans.

Business objective.

This part describes why you are doing the project. The business objective answers the following questions:

  • What is needed to overcome the problem?
  • How will the project support the business strategy?

Benefits and limitations.

The benefits and limitations section describes the financial and non-financial benefits in turn. The purpose is to explain why you need a project.

For instance, to:

  • Improve quality
  • Save costs through efficiencies
  • Reduce working capital
  • Generate revenue
  • Remain competitive
  • Improve customer service
  • Align to corporate strategy

The business case should also include any limitations since these present potential risk to the project.

Option identification and selection.

Identify the potential solutions to the problem and describe them in enough detail for the reader to understand.

For instance, if the business case and proposed solution makes use of technology, make sure to explain how the technology is used and define the terms used in a glossary. Since most problems have multiple solutions an option appraisal is often needed. This will explore the potential solutions and recommend the best option.

When writing the initial business case, the option appraisal is likely to contain a long list of options and will cover many possibilities. As the project continues a few options will be rejected. The final business case may contain three to five options ― the short list ― that includes a do nothing or benchmark option.

Scope, impact, and interdependencies.

This section of the business case template describes the work needed to deliver the business objective and identifies those business functions affected by the project.

Moreover, the project scope, impact, and interdependencies section should state the project’s scope and boundaries. It describes what is included and what is excluded plus the key interdependencies with other projects. It is important for the business case to consider the failure of other interrelated projects and show how such dependencies make impact benefits.

Outline plan.

The outline plan provides a summary of the main activities and overall timescale ― project schedule ― for the project.

A project should be divided into stages with the decisions to make preceding each stage. Use this section to answer the following questions:

  • What is required?
  • How is it done?
  • Who does what?
  • When will things happen?

This outline plan lists the major deliverables and includes a brief project description plus accountabilities for each activity.

Market assessment.

It is important that the business case provides its readers with a thorough assessment of the business context ― the market assessment. In other words, make the underlying business interests explicit.

Therefore, the market assessment should show a complete understanding of the marketplace in which your business operates.

A good starting point is the inclusions of a PESTLE ― political, economic, sociological, technological, legal, and environmental ― analysis.

Risk assessment.

The risk assessment summarizes the significant project risks and opportunities and how they are managed. Include any risks that could arise from your project, as well as the organization’s ability to deliver change.

This section answers the following questions:

  • What risks are involved?
  • What are the consequences of a risk happening?
  • What opportunities may emerge?
  • What plans are in place to deal with the risks?
  • Every project should include a risk log

When writing a business case, make sure this is included as it explains how risk and opportunity are managed.

Project approach.

The project approach describes how the project is tackled. That is, the way in which work is done to deliver the project.

For instance, a project with much of the work contracted out is likely to take a different approach to a project that develops an in-house solution.

Purchasing strategy.

This section describes how a project is to be financed and whether a decision to buy, lease, or outsource should be taken by the organization before purchasing.

Moreover, the purchasing strategy should describe the purchasing process used. A formal procurement process may save time and money and reduce project risk.

The last section of the business case template is of most interest to the project manager, project team, and managers responsible for delivering work to the project. This project organization section describes how the project is set up.

Project governance.

This section of the business case template shows the reader how the project is structured and the different levels of decision-making. Usually, a business will already have implemented a project governance framework that will support the project through each stage.

If your organization does not use a structured project management process framework use this section to include:

  • Roles and responsibilities (RACI Chart)
  • Project tolerances
  • Project standards
  • Review points
  • How decisions are made.

Progress reporting.

Finally, the business case should define how project progress is recorded and the project board updated on project performance. Usually, the project manager does this by preparing a concise progress report or highlight report at regular intervals.

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The completed business case provides structure for the project and project organization throughout the project lifecycle . Therefore, it should be used routinely for reference and not consigned to the shelf.

Accordingly, the project sponsor and project board should review and update the business case at key stages to check that the project remains viable and the reasons for doing it are still valid. Ideally, the review should take place before starting a new stage to avoid unnecessary investment in time and money.

In this article we showed you how to write a business case. We covered a lot of ground and may give the impression that the resulting business case is a large and unwieldy document.

This is not the case.

A business case should be concise and to the point. For small projects it may run to a few pages. For larger projects and complex business change endeavors the document will be large.

Therefore, be sure to keep the intended audience in mind when preparing each section and include supporting information in an appendix.

For instance, the option appraisal section may summarize each option with the details contained elsewhere for reference.

To conclude, the purpose of a business case is to outline the business rationale for undertaking a project and to provide a means to continually assess and evaluate project progress.

What is the difference between a business case and a business plan?

The focus of the business case is an action, which is usually the purchase of capital equipment or a service. In comparison, the focus of the business plan is to outline the future of a business proposal, it’s margins, revenue growth over several years and what the business goals and strategies will encompass.

What should be included in a business case?

Writing a business case can seem like a daunting task, which is why we have provided you with a business case template and example to help you make a start.

The four sections include:

What is a business case template?

A business case template provides you with a structure and format to present your case to relevant stakeholders and investors. It’s essential that this document communicate the essence of your project’s goals and benefits, while aligning with the company’s strategies and objectives.

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Business Case Templates (MS Word)

You can use this Business Case template (MS Word 22 pages) to outline the Business Need, Current Process, Services, Expected Benefits, Change Analysis, Cost estimate, Cost/Benefit Analysis, and Project Schedule. You can easily modify this MS Word template, which includes sample text in each chapter to get you started.

Download Now for $9.99 – Buy Here!

Business Case Template: Blue Theme

You get two templates in the zip file. One blue theme, the other red. Here is the blue and silver theme.

Business Case Template: Red Theme

The red theme of the MS Word template has the exact same content as the blue theme. You can change the color scheme by updating the styles.

NB: Let me know if you need any help with this.

Business Case Template - MS Word

Business Case, Approval Sheet

Business Case Template - Executive Summary

Chapter 1, Executive Summary

Business Case Template - Governance and Analysis Team

Chapter 2, Governance and Analysis Team

Business Case Template - Current Position

Chapter 3, Current Position

Business Case Template - Future Process

Chapter 4, Future Process

Business Case Template Risks

Chapter 5, Expected Risks

Business Case Template Benefits

Chapter 6, Expected Benefits

Business Case Template - Change Analysis

Chapter 7, Change Analysis

Business Case Template

Chapter 8, Cost Estimate

Business Case Template

Chapter 9, Cost/Benefit Analysis

Business Case Template

Chapter 10, Project Schedule

Business Case: Table of Contents

1 Executive Summary 1.1 Business Need 1.2 Anticipated Outcomes 1.3 Justification 1.4 Critical Success Factors

2 Governance and Analysis Team 2.1 Governance 2.2 Business Case Team Members

3 Current Position 3.1 Current Process & Services 3.2 Current Technology Environment 3.2.1 Current Software 3.2.2 Current Hardware

4 Future Process 4.1 Process Description 4.2 Performance Measures 4.3 Proposed Technology Environment 4.3.1 Methodology For Technology Selection 4.3.2 Statutory Fulfillment 4.3.3 Strategic Alignment 4.3.4 Alternatives Analysis 4.3.5 Appropriateness of Technology 4.3.6 Proposed Software 4.3.7 Proposed Hardware

5 Expected Risks

6 Expected Benefits

7 Change Analysis

8 Cost Estimate

9 Cost/Benefit Analysis

10 Project Schedule 10.1 Project Milestones 10.2 Assumptions 10.3 Constraints 10.4 Dependencies

11 Appendix 11.1 Glossary of Terms 11.2 Acronyms and Abbreviations

Product Specifications

File Format : MS Word (.docx)

File Size:  The download file is 4 MBs.

Opening the Files:  You don’t need any special software to unzip the files. To unzip the files, right click on it, then select Extract, and save it to your computer

Getting Started:  Depending on your MS Office settings, the files may say Read Only when you open them. If this occurs, click File , Save As and save the files. There are no security settings on any of the files.

Images:  All of the images in the templates are copyright free.

The Business Case templates are in Microsoft Word format and can be downloaded online for only $9.99 .

The template pack includes the following documents:

  • 2 x Business Case Templates
  • Page count: 22 pages

Technical Support

I am here to help you with any questions. You can contact me directly if you need any helping using these templates.

What file formats do the templates work in?

The files work in MS Word 97, 2003, 2007, Office 2010, Office 2016, Windows 7, XP, Vista, and Apple iWork (if you have Word for Mac), and Google Docs .

How do I get my templates?

After you make the payment, you are sent an email. This has a link to a Download Page from where you can save the templates,

What is the refund policy?

We offer a 60 days refund policy.

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it business case template word

Create a business plan

You've been dreaming of starting your own business. You've started with some concrete steps, and you're ready to put your proposal together. But how do you start, and how do you know when you have the right information?

How to get it done

Create a business plan with templates in Word:

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Start with a template

Download these templates from the Office Templates site to create your plan:

Fill in your Business plan .

Analyze your market with the Business market analysis template .

Detail your financials in a Financial plan .

Divide up the work and track deliverables with this Business plan checklist .

Wrap up with this Business startup checklist .

Need a little help?

Learn how to:

Start a document from a template .

Apply themes to change your plan's look.

Related resources

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Must follow steps for starting a successful business

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Business Case Canvas by Steve Lydford

Business Case Template

Impress stakeholders and get buy-in with this complete Business Case Template. Cover all key elements of a business case and ensure your pitch is successful.

Trusted by 65M+ users and leading companies

About the Business Case Template

Steve Lydford , director at Codurance, developed this business case template to enable teams to visualize all the key components of a business case. When advocating for a project or getting stakeholder buy-in, developing a business case that is well articulated and compelling will increase your chances of getting funding and sponsorship.

This business case template is similar to the Business Model Canvas , except it focuses on the business problem and the tactics to solve it. It also shows how to implement your business plan, covering nine key areas.

How to use the business case template

Select the business case template and add it to your board. Once you have the template in place, fulfill each section of the frame, answering the questions for each. The structure of your business case canvas will look like this:

Problem: Identify the core issue your business aims to solve. Be specific and use data to back your claims. This section is your starting point and sets the context for your business case.

Solution: Describe your proposed solution to the identified problem. Ensure it is clear, feasible, and directly addresses the problem you've outlined.

Benefits: Outline the advantages your solution offers. Include both quantitative and qualitative benefits, such as cost savings, efficiency improvements, or customer satisfaction.

Scope: Define the boundaries of your business case. Specify what is included and, importantly, what is not. This clarity will help manage expectations and focus your plan.

Stakeholders: List key people or groups involved or affected by your business case. Understand their interests and how your plan impacts them.

Resources: Detail the resources required for your business case, including human, financial, and technical resources. Be realistic about what's needed to achieve your goals.

Risks: Identify potential challenges and risks associated with your business case. This foresight helps in developing mitigation strategies.

Costs: Provide a clear breakdown of the costs involved in your business case. Transparency here is crucial for gaining trust and approval.

Metrics: Establish metrics to measure the success of your business case. These could be financial metrics, customer satisfaction scores, or other relevant KPIs.

Lead a workshop with your team to map out all these aspects of your business plan. If needed, make more than one business case canvas.

Color-code stickies with common topics that are connected.

If needed, leave comments and other stickies to clarify topics.

Why should you use a business case template?

Embarking on an entrepreneurial journey requires you to pitch your ideas to investors and gain support from others. The business case template provides a detailed analysis of your business and presents the core of your product or service in a clear and concise manner. This format is easy to read and helps stakeholders make informed decisions.

In addition, this template can serve as a visual aid in any presentation or pitch deck you create. It clarifies your business's main objectives and the strategies to achieve them. The business case analysis template can also serve as documentation for your team to refer to once things are up and running.

The purpose of the business case analysis template is to ensure that you have everything in place to establish your business. It also serves as a guide for managers and stakeholders to navigate through the entire business idea. Unlike the traditional business model canvas, which focuses on the strategic and tactical side of the business, the business case canvas is more about the core of the business and the benefits it will bring to the market and customers.

Do I need to make any changes to the template for each individual business case, or can I use it as it is?

While the template can be used as a starting point, it is important to customize it for each business case to ensure that it addresses the unique aspects of the proposed initiative.

Is it possible to add additional sections or information to the template if required?

Yes, you can add sections or information as necessary to meet the specific requirements of your business case. The template is a flexible tool that can be adapted to fit your needs.

Who is the intended audience for the business case template?

The primary audience includes senior management, decision-makers, and stakeholders who need to evaluate, approve, or reject the proposed initiative.

Get started with this template right now.

Spaghetti diagram template-thumb-web

Spaghetti Diagram Template

Works best for:.

Operations, Mapping, Diagrams

Spaghetti diagrams are valuable for finding connections between assets, services, and products, as well as identifying dependencies in a visual way. Use this template to get an overview of a process and quickly find areas of improvement.

App Dev Thumbnail

App Development Canvas Template

Market Research, Product Management, User Experience

Ever noticed that building a successful app requires lots of players and moving parts? If you’re a project manager, you definitely have. Lucky for you, an app development canvas will let you own and optimize the entire process. It features 18 boxes, each one focusing on a key aspect of app development, giving you a big-picture view. That way you can fine-tune processes and get ahead of potential problems along the way—resulting in a smoother path and a better, tighter product.

Cost Benefit Analysis Thumbnail

Cost-Benefit Analysis Template

Leadership, Decision Making, Strategic Planning

With so many day-to-day decisions to make—and each one feeling high-stakes—it’s easy for all the choices to weigh a business or organization down. You need a systematic way to analyze the risks and rewards. A cost benefit analysis gives you the clarity you need to make smart decisions. This template will let you conduct a CBA to help your team assess the pros and cons of new projects or business proposals—and ultimately help your company preserve your precious time, money, and social capital.

Lean Canvas-1

Lean Canvas Template

Agile Methodology, Strategic Planning, Agile Workflows

Business opportunities can get dense, cumbersome, and complex, and evaluating them can be a real challenge. Let a lean canvas streamline things and break down your business idea for you and your team. A great tool or entrepreneurs and emerging businesses, this one-page business model gives you an easy, high-level view of your idea — so you can stay focused on overall strategy, identify potential threats and opportunities, and brainstorm the various factors at play in determining your potential profitability in an industry.

Value Chain Analysis Thumbnail

Value Chain Analysis Template

Leadership, Strategic Planning, Workflows

First coined by Harvard Business School professor Michael Porter, the value chain analysis helps your team evaluate your business activities so you can find ways to improve your competitive advantage. A value chain is a set of activities that a company performs in order to deliver a valuable product from start to finish. The analysis itself allows your team to visualize all the business activities involved in creating the product—and helps you identify inefficiencies, bottlenecks, and miscommunication within the process.

four-actions-framework-thumb-web

Blue Ocean 4 Actions Framework Template

For entrepreneurs, so much comes down to new users—how to attract them, impress them, and convert them to loyal customers. This template, designed by the authors of Blue Ocean Strategy: How to Create Uncontested Market Space and Make the Competition Irrelevant, will help you maximize value for you and your customers alike. Using the template’s four steps (divided into easy columns), you’ll easily evaluate your products in more innovative ways and make sure money is being spent in areas that really matter.

All Formats

Case Templates

  • 9+ Business Case Templates in Word

A business case is what you put forward to the decision-makers in your organization to push a project. This is done as a written report that justifies the effort and expense of the proposed undertaking, given its potential benefits. You can think of this in the way of a business proposal, with the only difference being in the scale and the audience. You will be pitching to whoever makes the final call on these projects, instead of to outside investors and clients.

it business case template word

Basic Business Case Template in Word

basic business case template word

Project Business Case Template

project business case template

One Page Business Case Template in Word

one page business case template word

Business Case Analysis Template in Word

business case analysis template word

Financial Business Case Template in Word

financial business case template word

Sample Project Business Case Template in Word

sample project business case template word

How Do I Make the Case for My Business Project?

  • State you reasoning or your motive for initiating the project.
  • List the commercial benefits or returns on investment (ROI) you can realistically expect from executing the project.
  • List the feasible approaches the organization can take toward accomplishing this. Don’t make demands but give the decision-makers practical options that will benefit the company.
  • Be brief, clear, and concise. Don’t lose your audience with long-windedness before you can change their mind.
  • Use a layout that presents all your key points in a clear, well-focused manner.
  • Start and end with your strongest ideas and cut out everything else. Remember that you have to convince someone. You will first have to get their attention. Attention translates to the power to convince.

Project Management Business Case Template Word

project management business case template word

Generic Business Case Template in Word

generic business case template word

Business Case Study Template in Word

business case study template word

Product Business Case Analysis Template in Word

product business case analysis template word

How Do I Use These Templates?

Bonus case template, more in case templates, business chart of accounts template, business handbook template, sales journal of contractual case studies template, sales case study on recovered deals post-negotiation template, marketing brand case study compilation template, project management business case template, citibank short case study sample template, school cash management policy template, purchase requisition template, business case crm template.

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COMMENTS

  1. Business Case Template for Word (Free Download)

    Get your free Business Case Template Use this free Business Case Template for Word to manage your projects better. Download Word File A business case template is a document that helps sell your project. It collects the main points of a project and delivers them in a clear and concise manner.

  2. Free Business Case Templates

    This simple business case template in Word addresses all the essential areas needed in a business case. Add as much information to each section as is necessary, or include other sections to reflect your own organization's requirements. PowerPoint Business Case Presentation Template ‌ Download Business Case Presentation Template - PowerPoint

  3. 8 Free Business Case Templates

    Business Case Template 01 Business Case Template 02 Business Case Template 03 Business Case Template 04 Business Case Template 05 Business Case Template 06 Benefits of Business Case Template A template for business case is a structured document that provides a blueprint and a format for creating the case.

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    Business Case Template for Word, Google Docs, PDF Make a case for an upcoming project or investment with the help of this free business case template. Download Free Template Available for Word & Google Docs & PDF Template Highlights Available for download in Microsoft Word or accessible in Google Docs.

  5. How to Write a Business Case

    We also provide a checklist to prepare for, write, and present a business case, along with free, easy-to-use Word and PowerPoint business case templates. Included on this page, you'll find details on how to write a business case, sections to include in your business case, a business case checklist, and business case presentation examples.

  6. Free Business Case Template and Examples

    A business case template is a document that outlines the financial and operational impact of a proposed project or initiative. It serves as a structured framework for evaluating the feasibility of a new investment, product, or service and determines whether it aligns with the organization's goals and objectives.

  7. Business Case Template

    Business Case Template | Free Download - for Projects and Programmes Project Management Templates | FREE Downloads Word, Excel, PDF, Visio Microsoft Project templates Expertly crafted, ready-to-use project schedules: 100s of tasks covering the whole project life cycle Compatible with other Microsoft Project versions

  8. Business Case Template

    1. Executive Summary This Business Case Template provides you with a good starting point for which to develop your project/organization specific Business Case. You can download the MS Word version of this template by clicking on the Word icon above.

  9. How to Write a Business Case (with Examples & Template to Help)

    The problem statement. Although you already addressed it in the executive summary, take some time to dive deeper into the problem. Share any relevant research that helps frame the problem as a story, and make sure you draw a strong connection to the company's goals or mission.

  10. How to Write a Business Case (+Free Template)

    Building a solid business case doesn't just get stakeholders' buy-in, but also gives you a crystal clear vision for your project and makes execution less daunting. ‍Download the business case template to make your own easily and use Wordtune to make it tight as a drum. I hope you receive an overwhelming "yes" to your proposal!

  11. 30+ Simple Business Case Templates & Examples ᐅ TemplateLab

    A business case is an effective tool for promoting and guaranteeing that the investment is necessary for terms of the strategies and direction the organization is heading towards as well as the benefits that will result in it. Table of Contents [ Show] Basically, it would contain the context of the investment, the benefits, the costs involved ...

  12. How to Write a Business Case: Template & Examples

    Project management is naturally complicated, but it can be disastrous if you don't have sufficient buy-in from the right parties. Writing a strong and complete business case can make all the difference. Learn how to write a business case in 4 easy steps, with helpful examples & business case templates included. Click to learn & discover how-to.

  13. 20 Business Case Templates & Examples (Free Download)

    20 Business Case Templates & Examples (Free Download) In the business world, every decision counts. Every action has consequences that either generate money for a company or lose it. It's why every decision is carefully weighed and considered to ensure maximum success and profitability.

  14. 18+ Business Case Templates

    Business Case Action Plan Template Details File Format Google Docs Word Apple Pages PDF Download Now Business Case Brief Template Details File Format Word Google Docs Download Now Procurement Business Case Template Details

  15. Create a Business Case Template in Microsoft Word

    Learn step-by-step. In a video that plays in a split-screen with your work area, your instructor will walk you through these steps: •. Create the Cover. •. Introduce the Project. •. Display your Plans. •.

  16. Business Case Templates (MS Word)

    Business Case Template: Blue Theme. You get two templates in the zip file. One blue theme, the other red. Here is the blue and silver theme. Business Case Template: Red Theme. The red theme of the MS Word template has the exact same content as the blue theme. You can change the color scheme by updating the styles. NB: Let me know if you need ...

  17. Create a business plan

    Create a business plan with templates in Word: Start with a template Download these templates from the Office Templates site to create your plan: Fill in your Business plan. Analyze your market with the Business market analysis template. Detail your financials in a Financial plan.

  18. How To Write a Concise Business Case (With Template)

    1. Identify the problem you're solving Your business case can begin with a clear problem that the company needs to solve. Highlight the risks or costs the problem is causing or has already caused. Be sure to justify the need for a solution. Related: 6 Challenges Most Businesses Face 2. Explore alternative solutions

  19. Business Case Template in Word

    Free Hiring Business Case Template University Business Case Template New Product Business Case Template Investment Business Case Template Product Business Case Template Free Event Business Case Template Strategic Business Case Template Financial Business Case Template Real Estate Business Case Template Free Training Business Case Template

  20. Free Business Case Template

    Select the business case template and add it to your board. Once you have the template in place, fulfill each section of the frame, answering the questions for each. The structure of your business case canvas will look like this: Problem: Identify the core issue your business aims to solve. Be specific and use data to back your claims.

  21. Business Case Template Word

    Basic Business Case Template in Word cupe.co.uk Details File Format Doc Docx Size: 76.3KB Download Now Project Business Case Template egovernment.tas.gov.au Details File Format Doc Docx Size: 281.6KB Download Now One Page Business Case Template in Word thegrid.org.uk Details File Format Doc Docx Size: 48.6KB Download Now

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    PROJECT BUSINESS CASE TEMPLATE [ TITLE ] BUSINESS CASE. COMPANY NAME. Street Address. City, State, and Zip. webaddress.com. Version 0.0.0. 00/00/0000. VERSION HISTORY: VERSION. APPROVED BY. ... Describe what questions about the project the business case will resolve. BUSINESS CASE SPONSOR. Name the individual, department, or group sponsoring ...

  23. How to Create a Company Profile in MS Word

    Company Profile Free Word Template 1. Download and Unzip the Free MS Word Template. To download the free MS Word company profile template, go to its page and click the Download button. An archive file with a zip extension will be downloaded to your computer.