Can I use electronic signatures?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Who must approve larger budgets?

Approval authority depends on your organization's governance; larger budget requests typically require sign-off from finance leadership and an executive sponsor as defined in internal approval matrices.

Is notarization required for this template?

Not ordinarily. Notarization is only required when a jurisdiction or specific contract clause demands it; verify state-specific rules before seeking notarization.

How long should records be retained?

Retain the signed template for at least three years after filing for tax/audit purposes, longer if industry rules apply (e.g., six years for HIPAA-related records).

What if signer information changes?

If signer details change before approval, update the template, capture the change history, and obtain fresh signatures; outdated signer attribution can invalidate approvals.

Can I add attachments or exhibits?

Yes. Attach exhibits such as cost breakdowns or technical appendices and reference them in the main document; include them in the signed package and the audit trail.

Electronic Signature
Templates
Miscellaneous
Business Use Case May Template

Business Use Case May Template

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

Business Use Case May Template

THIS BUSINESS USE CASE AND SERVICES AGREEMENT (the Agreement) is entered into as of , (Effective Date), by and between Client Name: and Provider Name: .

WHEREAS

WHEREAS, Client requires the delivery of functional business capability and documentation described in this Business Use Case to support Client's operational objectives; and

WHEREAS, Provider is engaged in the business of providing business analysis, design and implementation services and represents that it has the skills, personnel, and resources to perform the work described in this Agreement; and

WHEREAS, the parties desire to set forth the scope, deliverables, payment terms, confidentiality obligations, and other terms governing the provision of the Business Use Case and related services.

SCOPE OF WORK

Scope of Work (describe services, deliverables, and acceptance steps) Business Use Case Summary

OBJECTIVES AND REQUIREMENTS

Primary Objectives Key Stakeholders Functional Requirements Non‑Functional Requirements Success Criteria Acceptance Criteria

TIMELINE / MILESTONES

Planned Milestones and Target Dates Dependencies Assumptions and Constraints

PAYMENT TERMS

Total Fees Payment Schedule Payment Method Late Payment Fee

TERM AND TERMINATION

This Agreement shall commence on , and shall continue until , unless earlier terminated in accordance with this Agreement.

Notice Period for Termination Termination for Cause / Without Cause

CONFIDENTIALITY

Each party (Recipient) shall hold in strict confidence all Confidential Information disclosed by the other party (Discloser) and shall not use such Confidential Information except as necessary to perform under this Agreement. "Confidential Information" includes non‑public business information, technical data, specifications, designs, processes, customer lists, pricing, and any analyses or compilations derived from such information, but excludes information that: (a) is or becomes publicly known through no breach by Recipient; (b) is rightfully received from a third party without restriction; or (c) is independently developed by Recipient without use of Discloser's Confidential Information.

Specific Exclusions or Carve‑outs (if any) Duration of Confidentiality

INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, Provider shall retain ownership of Provider preexisting intellectual property and methodologies. Subject to payment in full, Provider grants Client a non‑exclusive, non-transferable license to use deliverables created specifically for Client under this Agreement for Client's internal business purposes. Any bespoke code, models, or documentation transferred to Client shall be governed by a transfer and license statement to be attached as a schedule, or as agreed in writing by the parties.

If parties wish to alter default ownership, describe terms here

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of without regard to its conflict of law principles. The parties shall attempt in good faith to resolve disputes promptly by negotiation between executives having authority to settle. If unresolved, disputes shall be resolved by the dispute resolution mechanism agreed between the parties in writing.

ENTIRE AGREEMENT

This Agreement, including all schedules, exhibits and attachments, constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral, relating to the subject matter hereof. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Acknowledgment of Entire Agreement

By checking this box, the signing parties acknowledge and accept that this document constitutes the complete and exclusive statement of the Agreement between the parties.

MISCELLANEOUS PROVISIONS

Severability: If any provision of this Agreement is held invalid, illegal or unenforceable, the remaining provisions shall continue in full force and effect. Waiver: No waiver of any breach shall be effective unless in writing and signed by the waiving party. Assignment: Neither party may assign this Agreement without the prior written consent of the other, except to an affiliate or in connection with a merger or sale of substantially all assets.

SIGNATURES

Client Name:

By:

Date:

Provider Name:

By:

Date:

What the Business Use Case May Template Is

The Business Use Case May Template is a structured document that captures an initiative's objectives, stakeholders, scope, benefits, costs, and success criteria. It standardizes how teams present proposed projects for review by decision-makers, linking requirements to measurable outcomes and estimating implementation effort, resources, and risks to support consistent approvals across business units.

Why this template adds value to your approval process

A clear use case reduces ambiguity during evaluation by consolidating scope, assumptions, expected benefits, and resource estimates into a single record. It speeds decision cycles, improves comparability between proposals, and creates an auditable trail of business rationale for future reviews or compliance checks.

Who typically prepares and reviews this template

Use the template as a single source of truth during approval and for post-implementation evaluation.

Project managers and product owners preparing a formal proposal for funding and resources.
Finance and program sponsors validating projected costs, benefits, and ROI assumptions.
IT, security, or legal reviewers assessing technical feasibility, compliance, and contractual implications.

Stepwise process for completing the template

Follow these steps in order to prepare a complete use case that supports timely review and minimal rework.

01

Draft: Populate all fields with initial estimates and assumptions.
02

Internal Review: Share with finance, security, and legal for preliminary input.
03

Revise: Address reviewer comments and update estimates and risks.
04

Submit: Route the final document for formal approval and signature.

How to configure the document for online routing

Configure fields and routing to ensure signers receive the correct sequence and that approvals are recorded automatically.

Field	Configuration
Signature Order	Set sequential or parallel routing depending on governance.
Required Fields	Mark key fields as required to prevent incomplete submissions.
Conditional Routing	Use conditional logic to route based on cost thresholds or risk level.
Audit Trail	Enable detailed logs for timestamps and signer attribution.

Digital signing and delivery considerations

Ensure platform security and retention settings meet your compliance obligations before finalizing deployment.

Authentication: Email, SMS, or KBA options for signer verification.
Document Formats: Accepts PDF and DOCX for reliable rendering.
Integrations: Connectors for CRM and cloud storage systems.

Where to send and how submissions are processed

Route completed templates to the approval committee, finance, and records area. Maintain a copy in central document storage for compliance.

Submit to Approver: Send the signed template to the designated decision-maker.
Finance Review: Forward to finance for budget alignment and tracking.
Legal Check: If contracts or IP are implicated, include legal review.
Records Archive: Store final PDF and audit trail in enterprise repository.

Essential parts of a professional Business Use Case May Template

A complete template balances narrative context with structured fields so reviewers can quickly compare proposals on common criteria.

Executive Summary

A brief one-paragraph overview that states the problem, proposed solution, expected benefits, and a high-level cost estimate for quick decision-maker context.

Business Objectives

Clear, measurable objectives tied to strategic goals, including KPIs, target values, and timelines for assessing success after implementation.

Scope and Deliverables

Concrete in-scope and out-of-scope items plus deliverable list to reduce ambiguity and set expectations for project boundaries and acceptance criteria.

Cost and Resources

Itemized capital and operational estimates, resource needs, and assumptions with contingency factors to support budgeting and prioritization decisions.

Risk and Mitigation

Identified risks with likelihood, impact ratings, and planned mitigation steps so reviewers can evaluate residual exposure and required safeguards.

Implementation Plan

High-level timeline, milestones, dependencies, and a responsible-party matrix to show deliverability and scheduling constraints for execution planning.

Required identifying and reference information

Project ID: Unique alphanumeric ID

Requester: Name and title

Approver: Designated signatory

Budget Code: Account or cost center

Effective Date: MM/DD/YYYY format

Version: Document revision number

Common preparation mistakes to avoid

Vague benefit statements that lack measurable KPIs lead to inconsistent approvals and make post-implementation validation difficult.
Omitting assumptions or dependencies causes scope disputes and schedule slips when reviewers discover hidden prerequisites later.
Providing unsubstantiated cost estimates without line-item detail increases review time and may trigger repeated finance inquiries.
Failing to set required fields in the electronic form results in incomplete submissions and manual follow-up that delays decision cycles.

Consequences of incomplete or incorrect submissions

Approval Delays: Requires rework and resubmission

Budget Overruns: Risk of unfunded scope increases

Compliance Gaps: May breach internal controls

Audit Findings: Adverse notes from auditors

Legal Exposure: Contract terms may be unclear

Reputational Harm: Stakeholder confidence reduced

Practical examples of the template in action

These brief cases show how teams used the template to move from idea to approved initiative with documented outcomes.

Optica Ventures — Approval

The operations team used the template to summarize a vendor consolidation project

Included quantified savings and timeline
Resulted in a prioritized approval and tracked savings during implementation, improving forecasting accuracy and stakeholder alignment.

Martin Properties — Lease Initiative

A property management group documented an automated leasing workflow

Attached cost estimates and compliance checks
The clear use case enabled rapid procurement, vendor onboarding, and a measurable reduction in time-to-lease.

Who normally signs or authorizes this document

Requestor — Project Lead

Typically the project lead or product owner signs to attest accuracy of scope and estimates. Their signature confirms responsibility for deliverables and ongoing reporting.

Approver — Finance Sponsor

A finance sponsor or designated approver signs to commit budgetary resources and confirm alignment with fiscal controls; approver authority should be documented in governance rules.

Typical timeline checkpoints to track completion

Use these milestones to set expectations for reviewers and keep the approval process on schedule.

Draft Submission Deadline:

Draft completed and shared with stakeholders within 10 business days

Internal Review Window:

Stakeholders provide feedback within 5 business days

Final Approval Target:

Decision scheduled within 7 business days after final revision

Implementation Kickoff:

Begin work within 15 business days after approval

Post-Implementation Review:

Conduct review 90 days after project completion

How this use case template compares to similar documents

Compare common document types to choose the right template for your objective and audience.

Criteria	Business Use Case	Project Charter
Primary Purpose	decision support	execution plan
Level of Detail	financial and benefits	schedule and deliverables
Intended Audience	approvers and finance	project team
Typical Timing	pre-approval	post-approval

Comparing common eSignature providers for processing templates

Vendor pricing and capabilities vary; below is a concise feature and starting-price comparison with signNow listed first as required.

	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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about using this template

Answers to common questions about completion, signature options, retention, and customization when using the Business Use Case May Template.

Need help? Contact support

Can I use electronic signatures?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Who must approve larger budgets?
Approval authority depends on your organization's governance; larger budget requests typically require sign-off from finance leadership and an executive sponsor as defined in internal approval matrices.
Is notarization required for this template?
Not ordinarily. Notarization is only required when a jurisdiction or specific contract clause demands it; verify state-specific rules before seeking notarization.
How long should records be retained?
Retain the signed template for at least three years after filing for tax/audit purposes, longer if industry rules apply (e.g., six years for HIPAA-related records).
What if signer information changes?
If signer details change before approval, update the template, capture the change history, and obtain fresh signatures; outdated signer attribution can invalidate approvals.
Can I add attachments or exhibits?
Yes. Attach exhibits such as cost breakdowns or technical appendices and reference them in the main document; include them in the signed package and the audit trail.

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