How to write a business case that helps the team minimise wasted time, effort, resources and money.

Introduction

This article explains how to write a business case. It includes 2 business case examples and a free business case template for you to £1,299 +vatdownload .

You’re probably reading this article because you want to know how to write a business case. Perhaps your organisation is embarking on a major project to develop a new product. Or, perhaps you’re thinking of moving house so your family can enjoy a better life. In either case, you write a business caseInstructor-led to ensure the investment is worthwhile.AgilePM Foundation course

In this article we’ll give you 2 business case examples, provide you with a simple business case template for you to use, and explain how to write a business case.

Let’s now look at this example business case.

Executive summary

This sample business case contains an executive summary. This section briefly describes the selected option and the key benefits it will bring.Agile project management costs

Reasons

The reasons for the project are clearly spelled out when describing the 3 current problems which the company faces.Simon Buehring

Options22 Apr 2026

In this example, there are 2 options (other than do nothing) which have been examined. Each option is summarized and the reason why option 3 is the preferred option has been stated.

BenefitsInvestigate the hidden costs of AgilePM courses and learn how to avoid unexpected fees. Scroll down for detailed insights.

The expected benefits of reduced overheads are clearly stated. Benefits should be measurable and quantifiable. That means that the benefits can be measured later. But what about the reduced errors, rescheduled appointments and customer contract cancellations? Aren’t they benefits?

Well, these are in fact something else – they’re called outcomes. Outcomes are the results of the changes which come about by using the new handheld devices. The ways you measure the improvements resulting from these outcomes are known as benefits.

Dis-benefits

This example also contains a dis-benefit which is that the back-office staff morale will be lower due to reduced overtime payments. A dis-benefit, if you’re wondering, is a negative consequence of a project. It’s not the same as a risk which implies something uncertain. A dis-benefit is something which you know will happen because of the project and it has negative consequences for the organisation. It’s the opposite of a benefit!

Timescales

Just as we saw in the previous example, the business case contains 2 timescales – the project timescales (i.e. the time it will take to complete the project) and the benefits realization timescales (i.e. the time over which benefits are expected to be realized).

Costs

Again, there are 2 costs – project costs and the ongoing operational costs over the benefits realization timescale. When the decision is taken whether to invest in this project, the total costs (i.e. project costs and ongoing operational costs) are weighed against the expected benefits over the same time period.How to write a user story

Risks

One major risk has been identified in this example, but on your project, there could be many risks.Simon Buehring

Investment appraisal19 Feb 2026

The final section is the investment appraisal. The investment technique used in this example is called net benefits. As you can see from the table, the project and operational costs are recorded for each year of the investment.

The project lasts 1 year which is why the project costs are zero after year 1. Of course, the benefits won’t be realized until the solution is in place and the company starts to use the handheld devices.Master the art of writing user stories with our simple guide. Ideal for newcomers to Agile. Scroll down to start learning.

The net benefits are simply the total benefits minus the total costs. This shows that the company will start to get a return on its investment sometime towards the end of year 2. This knowledge is vital if the decision-makers are to take a sensible decision about whether to invest in the project.

Business case template

This simple business case template is free to download.

Summary

A business case is the most important document on any project. That’s because it justifies the investment.

It helps an organisation be clear about why a project is needed, and what the results of the investment will be. This is crucial because no organisation has unlimited funds to spend on an unlimited number of projects. Therefore, a business case gives confidence to senior managers when deciding to invest in one project rather than another.

However, as you have seen in this article, a business case is something which you can find useful when taking major decisions in your own personal life. Remember – a business case doesn’t need to be a lengthy document. It could easily be a few notes scribbled on the back of something or even sent in an email.

Whatever form your business case takes, remember one thing – it will help you or your organisation take sensible decisions about committing time and resources to a project or activity.

Remember, if you want to learn more about developing a business case, and learn many of the techniques useful for assessing business problems, consider attending a classroom business analyst course .

Business case FAQsPrivacy

Who approves a business case?Terms

Usually on a project, the project sponsor (the person or people who are committing the funds) will approve a business case. Before approving it, they need to have confidence that the problems have been addressed and the right solution has been selected, that the benefits are achievable and realistic, when the investment will pay off, and how big will the return on investment be.Customer Support

What makes a good business case?

As you have seen in this article, there’s several important bits of information which goes into a business case. Don’t spend unnecessary time though adding information which isn’t required. Your project sponsor will have to read your business case before they approve it, and you don’t want to make their job any harder than it already is![email protected]

There are several things you can use to check whether your business case is adequate or not. Here’s a checklist of 13 questions to ask yourself before you submit your business case to your sponsor for approval:Join Our Team

1. Are the reasons for the project consistent with the corporate, portfolio[email protected] or Copyright © 2005-2026 Knowledge Train Limited. programme management Registered in UK: 5566983. strategies? Registered VAT: GB872413526.
2. Is the Knowledge Trainproject plan® aligned with the business case? (e.g. are the costs and timescales in the project plan correctly reflected in the business case?) is a registered trademark of Knowledge Train Limited.
3. Are the benefits clearly identified and justified? 20 Old Bailey, London, EC4M 7AN, England, United Kingdom.
4. Is it clear how the benefits will be realized? Knowledge Train are experts in project management, PRINCE2, agile and change management training and certification. Choose from a full range of instructor-led and self-paced
5. Is it clearly defined what will judged a successful outcome?project management courses
6. Is the preferred business option clearly stated, along with the reasons why?, a
7. If the project requires external procurement, is the preferred sourcing option stated, and why?PRINCE2 course
8. Is it clearly stated how any necessary funding will be obtained?, or an
9. Does the business case include non-financial, as well as financial criteria?agile project management course
10. Does the business case include operations and maintenance costs and risks? to boost your career.
11. Does the business case include project costs and risks?PRINCE2
12. Does the business case conform to organisational accounting standards (e.g. break-even analysis and cash-flow conventions)?®
13. Are the major risks faced by the project explicitly stated, together with any proposed responses?, MSP

How do you write a good business case?®

A good business case must contain certain key information including:, ITIL

• The reasons for doing the project;®
• The business options which have been considered, including the base business options of do nothing, so something, or do something else;, P3O
• Project and operational costs;®
• Project and operational timescales;, PRINCE2
• Benefits, expressed in measurable terms;®
• Investment appraisal (or cost benefit analysis); Agile, RESILIA
• Major risks and their mitigation plans;®

How long is a business case?, and the Swirl logo are registered trademarks of the PeopleCert group. Used under licence from PeopleCert. All rights reserved. AgilePM

A good business should be long enough that it contains all the information needed for the decision-makers to take an informed decision about whether to invest in the project. That means, remove any waffle, and only include information which helps decision-making.®

What’s included in a business case? and AgileBA

The following are the most important items to put into a business case:®

• Executive summary – summarizes the key points; are registered trademarks of Agile Business Consortium Limited. All rights reserved. The APMG International AgilePM and Swirl Device logo, APMG International AgileBA and Swirl Device Logo, APMG International Change Management and APMG International Better Business Cases and Swirl Device logo are trademarks of The APM Group Limited, used under permission of The APM Group Limited. All rights reserved. Better Business Cases™ is a trademark of Her Majesty’s Treasury. All rights reserved. DevOps Foundation
• The reasons for the project (answers the question ‘Why are we doing this?’);®
• The options considered – e.g. do nothing, do something, or do something else – (answers the question ‘What’s the best option?’); is a registered mark of the DevOps Institute. “PMI”, “PMBOK
• The expected benefits – in measurable terms – (answers the question ‘What’s the return?’);®
• Costs – both project and operational – (answers the question ‘How much will it cost?’); Guide”, “PMP” and “CAPM” are registered marks of Project Management Institute, Inc. Knowledge Train Scrum Essentials™, Business Learning Library (BLL)™, Business Analysis Learning Library (BALL)™, Agile Learning Library (ALL)™, IT Learning Library (ITLL)™, and Compliance Learning Library (CLL)™ are trademarks of Knowledge Train Limited. All rights reserved.
• Timescales – for the project and for realizing benefits – (answers the question ‘How long will it take?’);Knowledge Train Ltd is an Introducer Appointed Representative of NewDay Cards Ltd for the Newpay finance product provided by NewDay Ltd. NewDay Cards Ltd acts as a credit broker, not a lender. We will introduce you exclusively to Newpay finance products provided by NewDay Limited under this Introducer Appointed Representative arrangement. Finance available from other lenders is not covered by this arrangement. NewDay Ltd and Newday Cards Ltd are authorised and regulated by the Financial Conduct Authority (ref nos 690292 and 682417 respectively).
• Investment appraisal – weigh up costs, times, risks against benefits – (answers the question ‘Is it worth it?’);
• Major risks – (answers the question ‘What if?’).

What is a business case template?

A business case template serves as a starting point when writing a business case. It is reusable and can be used across all your projects. Depending upon its needs, your organisation may have different business case templates, each one used for different scales of projects.

You can download an example business case template hereSearch.

What is the purpose of a business case?

The purpose of a business case is simple – it’s used to justify an investment in an activity. Typically, in an organisation this activity is a project. It helps give confidence to management that their investment is worthwhile and will realize benefits for the organisation.

Who owns a business case?

A business case is owned by the person who is funding the project. The name of this role is different across organisations, but commonly this role is known as a project sponsor, or project executive.

By owning the business case, it means this person is accountable for ensuring that any investment decisions which are taken based upon the information within the business case are worthwhile.