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Test Case Template with Examples: Free Excel & Word Sample for Download

free test case template brief to download

Having a good test case template comes with tons of benefits. Not having to re-invent the wheel is one of them. Drawing from years of experience in the software testing industry, we have created a detailed template for you to note down your test case in the most organized manner, so that you can dedicate your time and effort to other high-value tasks. Scroll down and download your template, and if you want to get some tips on how to best write a test case, read on, we got you covered!


See How Katalon TestOps Can Help You Manage Test Cases Better


Download Your Test Case Template

Our test case templates are ready to download here. Simply click on the download link of the file type you need.

PDF | Doc | Excel

Here is a sneak peek of the template:

test case template brief overview

Best Practices To Write A Good Test Case

With those test case templates downloaded, you can now start to document all of the test cases you are working on for a more structured and comprehensive view. Here are some best practices and tips to help you best utilize the template we provide:

  • You can clone the template and have separate test case sheets for different areas of the software
  •  Follow a consistent naming convention for test cases to make them easily searchable.
  • You can group similar test cases together under a common feature/scenario
  • Familiarize yourself with the requirement or feature you're testing before creating the test case so that you’ll know what information to include
  • Use action verbs at the start of each test step like “Click”, “Enter” or “Validate”. If needed, you may even create a semantic structure to describe your test case. You can check out how it is done in BDD testing.
  • Include any setup or prerequisites needed before executing the test.
  • Ensure that the test cases you included are not only the “common” scenarios but also the negative scenarios that users don’t typically face but do happen in the system
  • Use formatting to make your test cases easier to read and follow
  • Make sure to update your test cases regularly

What is a Test Case?

A test case is a specific scenario designed to verify the functionality and reliability of a software system. In the test case, testers outline the specific steps to be taken, the input data to be used, and the expected outcomes to determine if the software behaves as intended. 

Test cases are typically documented in a dedicated testing document (such as Google Sheets, or text document) or a test case management tool (TestRail, Zephyr, qTest, and PractiTest). For automated testing, test cases can be written directly within code files using programming languages and testing frameworks.

 Read More: What is a Test Plan? Test Plan vs. Test Strategy

What is a Test Case Template?

A test case template is a predefined structure that provides a standardized way to document and create test cases. We have provided them as guidelines for testers to ensure that all necessary information about a test scenario is captured consistently across different test cases. With a good test case template, testing teams can maintain uniformity and improve the clarity and completeness of their test documentation.

Test Case Purposes

  • Ensure that the software meets the specified requirements and functions as intended
  • Establish a standard for the software's behavior and performance, ensuring that it meets a certain level of quality before being released to users.
  • Provide a detailed record of how the software was tested

Test Case Components

No matter what method to document the test case was chosen, we should include the following fields in the test case:

  1. Test Case ID: A unique identifier for the test case.
  2. Title/Description: A concise description of the purpose of the test case.
  3. Test Objective: The specific goal or objective of the test.
  4. Preconditions: Any necessary conditions that must be met before the test is executed.
  5. Test Steps: A step-by-step sequence of actions to perform during the test.
  6. Input Data: The data or parameters to be used as input for the test.
  7. Expected Results: The anticipated outcomes or behaviors after executing the test steps.
  8. Actual Results: The actual outcomes observed when executing the test.
  9. Test Environment: Details about the system, hardware, software, and configurations used for testing.
  10. Test Data Preparation: Instructions on how to set up the required test data.
  11. Test Execution Date: The date and time when the test was executed.
  12. Test Execution Status: The pass/fail status of the test case after execution.
  13. Test Conclusion: A summary of the results and observations of the test.
  14. Test Verdict: A judgment about the overall success of the test.
  15. Bug Details (optional): If a defect is identified, details about the issue, its severity, and steps to reproduce it. Generally teams will manage the bugs found in another dashboard, but if you want to link the bug found to a specific test case, you can totally include this field there
  16. Attachments: Any relevant files, screenshots, or documentation associated with the test.
  17. Test Case Author: The person responsible for creating the test case.
  18. Test Case Reviewer: The person who reviewed and approved the test case.
  19. Test Case Version: The version or revision number of the test case.
  20. Notes/Comments: Additional information, insights, or comments related to the test case.

If you want to go all in, you can even classify the bug by its stages in the bug life cycle or its severity. Make sure to tweak the test case to include only the information you need for the project.

Test Case vs Test Scenario

A test scenario is a broader concept than test case, referring to a high-level description of a particular functionality or feature of the software that needs to be tested. 

A test scenario outlines the general conditions, goals, and boundaries within which a group of test cases will be executed, while test cases focus on the minute details of that test. In other words, test scenarios typically cover multiple test cases that collectively ensure comprehensive testing of a particular aspect of the software.

You can have a look at this table to have a more structured understanding of both concepts:


Test Case

Test Scenario


Specific set of steps and expected results

High-level description of functionality


Tests a single aspect or condition

Encompasses multiple related test cases


Has a unique identifier (Test Case ID)

Often identified by a descriptive title


Detailed verification of a small unit

Provides context for a group of test cases


Very specific and focused

More general and covers broader functionality


Test steps, inputs, expected results, etc.

High-level description, related test cases


May be reused in different scenarios

Often used as a reference for grouping


Addresses one specific behavior/scenario

Covers multiple test scenarios


Testing user login with invalid password

Testing the user registration process


How To Write a Test Case in Manual Testing?

Manual testing, as its name suggests, is all about executing test cases manually, with no help from automation testing tools or scripts. Testers also have to consider all of the components of the test cases mentioned above, then build a spreadsheet to document all of that. 


Read More: Manual Testing vs Automation Testing: A Full Comparison


FAQs on Test Case Template

1. What is an Agile test case template?

An Agile test case template designed specifically for Agile testing. This template typically includes fields for user stories, acceptance criteria, test steps, expected outcomes, and integration with automated testing, which are all important Agile practices.

2. What are popular test case management tools?

Some popular test case management tools widely used in the industry include TestRail, qTest, Zephyr, and PractiTest. These tools provide features like test case creation, organization, execution tracking, integration with issue tracking systems, reporting, and collaboration. 

3. What are the three parts of a test case?

A test case consists of three main parts: 

  • Preconditions establish the initial conditions required for the test to be executed. 
  • Test steps outline the series of actions performed during the test. 
  • Expected results define the anticipated outcomes or behaviors that the software should exhibit after each step. 

These components together form a comprehensive test case, aiding in systematic and effective testing.


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