Who should sign the final business case?

Signers should follow your internal approval matrix: typically the project sponsor, finance approver, and an executive sponsor. Confirm delegated authority levels before routing.

Can the document be e-signed?

Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable, provided intent and consent are documented.

Are notarization or witnesses required?

Most internal business cases do not require notarization, but certain contracts or funding documents may. Verify state or contract-specific requirements before notarizing.

How should supporting cost models be attached?

Attach source workbooks or PDFs as appendices and reference them in the Financial Model section. Ensure version control and that formulas are auditable.

What happens if assumptions change after approval?

Log changes in a change control register and seek re-authorization if material cost, timeline, or scope adjustments exceed approval thresholds.

How long do I retain the approved business case?

Retain for the active term plus a recommended minimum of three years; follow industry-specific and federal retention rules such as IRS or HIPAA where applicable.

Electronic Signature
Templates
Miscellaneous
Business Case Report Template

Business Case Report Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS CASE REPORT AGREEMENT

This Agreement is made effective as of (Effective Date) between:

Client Name: Client Address: Consultant Name: Consultant Address:

WHEREAS

WHEREAS, Client seeks to evaluate and document the business justification, expected benefits, costs, risks and implementation plan for the project identified as (Project); and

WHEREAS, Consultant has represented that it possesses the professional expertise and resources necessary to prepare a comprehensive Business Case Report (Report) and to provide related advisory services; and

WHEREAS, the parties desire to set forth the terms and conditions under which Consultant will prepare the Report and deliver associated deliverables to Client.

EXECUTIVE SUMMARY

Executive Summary (concise statement of recommendation):

BACKGROUND AND PROBLEM STATEMENT

Background and Problem Statement:

OBJECTIVES AND SUCCESS CRITERIA

Objectives and measurable success criteria:

SCOPE OF WORK

Consultant shall perform the services described below and deliver the Report and any deliverables identified. The Scope of Work shall include, at minimum, the tasks, milestones and acceptance criteria set forth herein.

Scope of Work (detailed tasks, milestones, deliverables, and acceptance criteria):

ALTERNATIVES CONSIDERED

Alternatives considered and rationale for recommended option:

FINANCIAL ANALYSIS

Estimated costs, quantified benefits, and net present value or payback analysis shall be provided. Provide detailed cost estimates and assumptions below.

Estimated Total Project Cost: Expected Annual Benefits (quantified): Assumptions used in financial analysis:

RISKS AND MITIGATION

Key risks and proposed mitigation measures:

IMPLEMENTATION PLAN

High-level implementation plan and timeline:

PAYMENT TERMS

In consideration of the services to be rendered by Consultant under this Agreement, Client shall pay Consultant in accordance with the terms below.

Total Fee: Payment Schedule (milestones, amounts, due dates): Invoices Payable (net days): Late Fee:

TERM AND TERMINATION

This Agreement commences on the Effective Date and continues until completion of the Scope of Work unless earlier terminated in accordance with this section.

Project Start Date: Projected End Date: Termination Notice Period:

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within the notice period set forth above. Upon termination for convenience by Client, Consultant shall be entitled to payment for work performed to date and reasonable wind-down costs as documented.

CONFIDENTIALITY

Each party shall treat as Confidential Information all non-public information disclosed by the other party in connection with this Agreement. Confidential Information shall not include information that is or becomes public without breach by the receiving party, or that was rightfully known by the receiving party prior to disclosure.

The receiving party shall not use Confidential Information except to perform its obligations under this Agreement and shall limit disclosure to employees or contractors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein.

Acknowledgment:

Consultant acknowledges and agrees to the confidentiality obligations set forth above.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, together with any attachments or exhibits specifically incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

ATTACHMENTS AND DELIVERABLES

List of attachments, exhibits, and deliverables to be provided:

APPROVALS AND AUTHORITY

Each party represents and warrants that it has the full power and authority to enter into this Agreement and that the individual signing below is authorized to bind the respective party.

Client

Printed Name:

By:

Date:

Consultant

Printed Name:

By:

Date:

What the Business Case Report Template Is and When to Use It

A Business Case Report Template is a standardized document used to present a proposed project, investment, or major change to decision-makers. It organizes the executive summary, objectives, options analysis, financial model, risk assessment, implementation plan, and recommended next steps so stakeholders can compare trade-offs and authorize funding or resources. The template ensures consistent evidence, assumptions, and metrics across proposals and supports approvals at operational, finance, or board levels. Use it for new product launches, capital expenditures, major process changes, and strategic initiatives.

Why a Structured Business Case Improves Decision Quality

A clear template reduces ambiguity, aligns stakeholders, and standardizes the financial and risk information reviewers need to make timely decisions. It helps avoid ad-hoc analyses and supports auditability of assumptions and outcomes.

Who Typically Prepares and Reviews Business Case Reports

Teams across functions prepare business cases; reviewers range from line managers to finance and executive sponsors.

Project managers and product owners preparing scope, timeline, and resource requests for approval.
Finance and accounting reviewers validating cost models, NPV, and payback assumptions prior to funding.
Executive sponsors and board members evaluating strategic alignment and organizational impact for go/no-go decisions.

Tailor the level of detail and supporting schedules to the intended approver audience to streamline review cycles.

Step-by-Step: Completing the Business Case Report

Follow these steps in sequence to prepare, review, and submit a complete business case for approval.

01

Draft: Populate sections with project details and initial cost estimates.
02

Validate: Have finance review assumptions and the financial model.
03

Review: Circulate to stakeholders for technical and operational feedback.
04

Approve: Obtain required signatures and record the decision in governance logs.

Essential Sections to Include in a Professional Business Case

A complete business case balances concise executive summary content with detailed supporting schedules so reviewers can inspect assumptions and run sensitivity analyses.

Executive Summary

One-page overview of the problem, proposed solution, required investment, key benefits, and recommendation for quick executive consumption.

Strategic Rationale

Describe alignment to corporate strategy, competitive context, and how the project supports top-level objectives and KPIs.

Financial Model

Present costs, benefits, NPV/IRR, payback, and sensitivity scenarios. Link to source workbooks for auditability.

Risk Assessment

List key risks, probability and impact ratings, and mitigation actions with owner assignments and contingency budgets.

Implementation Plan

Provide timeline, milestones, resource plan, dependencies, and governance for execution and post-implementation review.

Appendices

Include detailed cost schedules, assumptions, vendor quotes, procurement terms, and any legal or regulatory attachments.

Required Data Elements and Short Descriptions

Project Identifier: Unique code or number

Sponsor Name: Executive owner

Estimated Cost: Total USD amount

Benefit Metrics: Annual and cumulative

Funding Source: Budget line or grant

Approval Status: Draft, Pending, Approved

Common Mistakes to Avoid When Preparing a Business Case

Relying on unsupported assumptions for benefits without documented data or sensitivity analysis, which leads to overstated ROI.
Omitting lifecycle operating costs and focusing only on initial capital expenditures, causing budget shortfalls during execution.
Failing to identify owners, milestones, or dependencies, which delays approvals and obscures accountability.
Using inconsistent naming or version control, creating confusion between draft and approved budgets and delaying procurement.

Risks and Consequences of an Incomplete or Incorrect Business Case

Funding Delay: Approvals deferred

Budget Overrun: Unplanned cost increases

Regulatory Exposure: Noncompliance risk

Contractual Liability: Vendor disputes

Reputational Harm: Stakeholder loss of trust

Audit Findings: Internal control weaknesses

Where to Send the Completed Business Case

Route the finalized document using your organization’s approval channels. The sequence below shows common destinations and responsibilities.

Team Lead: Initial review and sign-off
Finance: Financial validation and budget coding
Procurement: Vendor sourcing and terms review
Executive Committee: Final authorization and funding decision

Typical Digital Workflow Settings for Business Case Submission

Configure a standard workflow to route drafts for review, collect approvals, and store the final signed record in a central repository.

Field	Configuration
Template	Locked headers and required fields
Approval Flow	Sequential reviewers with escalation
Notifications	Email and optional SMS alerts
Storage Location	Document library or encrypted archive

Digital Tools and Integration Considerations

Choose a platform that supports templates, audit trails, and integrations with your document repository and ERP.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX, XLSX supported
Authentication: Email or multi-factor options

Confirm the platform meets security and retention policies before collecting signatures and archiving final records.

Typical Timelines and Internal Deadlines

Set clear internal deadlines for drafting, review, approvals, and procurement to keep the project on schedule and align with budget cycles.

Draft Completion:

2–4 weeks for full initial draft

Finance Review:

3–10 business days depending on workload

Stakeholder Feedback:

Allow 5–10 business days for comments

Executive Decision:

Board or sponsor decision in next meeting cycle

Procurement Start:

Begin once funding is authorized

Key Milestones from Proposal to Funding

Track these sequential stages to monitor progress from concept through funding and handover to delivery teams.

01

Concept Approval

Initial go/no-go based on strategic fit and preliminary estimate.

02

Detailed Analysis

Build the financial model and perform sensitivity testing.

03

Formal Review

Circulate for stakeholder sign-off and address open issues.

04

Funding Decision

Final authorization and budget allocation recorded.

eSignature Pricing and Feature Comparison Relevant to Business Case Workflows

Compare starting prices and key feature considerations for common eSignature vendors. signNow is listed first per policy and includes a range of plan options to match volume and compliance needs.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Available on enterprise plans	Available on enterprise plans	Limited	Limited
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Using the Business Case Report Template

Answers to common questions about completion, approvals, signatures, and recordkeeping for business case reports.

Need help? Contact support

Who should sign the final business case?
Signers should follow your internal approval matrix: typically the project sponsor, finance approver, and an executive sponsor. Confirm delegated authority levels before routing.
Can the document be e-signed?
Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable, provided intent and consent are documented.
Are notarization or witnesses required?
Most internal business cases do not require notarization, but certain contracts or funding documents may. Verify state or contract-specific requirements before notarizing.
How should supporting cost models be attached?
Attach source workbooks or PDFs as appendices and reference them in the Financial Model section. Ensure version control and that formulas are auditable.
What happens if assumptions change after approval?
Log changes in a change control register and seek re-authorization if material cost, timeline, or scope adjustments exceed approval thresholds.
How long do I retain the approved business case?
Retain for the active term plus a recommended minimum of three years; follow industry-specific and federal retention rules such as IRS or HIPAA where applicable.

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