Project business case template

Focus on the financial analysis and alignment with organizational strategy. Decision-makers want to see clear ROI calculations, payback periods, and how your project addresses specific business problems or opportunities. Balance quantitative data with qualitative benefits, and ensure your executive summary powerfully communicates these key points.

Start by assigning monetary values to intangible benefits where possible—productivity gains can be calculated using average salary costs, while customer satisfaction improvements can be linked to retention value. For truly intangible benefits, clearly articulate their strategic importance and use industry benchmarks or case studies to demonstrate their value alongside your quantitative analysis.

A business case justifies why the project should exist, focusing on benefits, costs, and strategic alignment to secure approval and funding. It’s created before project initiation. A project charter comes after approval and formally authorizes the project, defining scope, objectives, roles, and constraints for execution. The business case sells the idea; the charter implements it.

Personalize your business case to your audience’s priorities and pain points. Research what matters to key decision-makers and emphasize those aspects. Use concrete examples and data rather than general statements. Include a compelling executive summary that communicates urgency and opportunity. Finally, acknowledge risks transparently and present thoughtful mitigation strategies.