Test Case Template: Free Examples & Formats for QA Teams

Imagine constructing a high-rise building without any architectural plan, or performing a security inspection without a checklist. In software development, a proper test case template is equally important to ensure quality. Software bugs can be minimized by following well-defined testing processes, and a test case template acts as a safeguard against costly defects.

A test case template is not just a document but a foundation for:

• Software releases that meet deadlines
• Clarity of communication between the testing and development teams
• Guide to onboard new team members
• Confidence in your application’s reliability

Be it a fresher or an experienced QA professional, mastering the art of writing efficient test case templates helps ensure software quality with a precise and structured method. In this article, we will do a thorough analysis of writing test case templates, along with test case examples for practical implementation. 

Definition and Purpose of Test Case Template

A test case template is a standard document that serves as a blueprint for writing test cases. It ensures completeness and consistency in the testing process across the organization. It is a structured document that helps in documenting the test scenarios, test steps, and expected results in testing a functionality.

Importance of Test Case Template in QA

Test cases template offers a lot of advantages in the testing process like-

• Standardization – It serves as a standard template to be followed by all the testers, hence reducing confusion and miscommunication.
• Efficiency – The prebuilt template helps save time in test case creation and maintenance.
• Traceability – The template also helps in maintaining clear links between the requirement and the test cases.
• Documentation – The templates serve as historical records for future reference and audit trails.
• Training – New team members can use these documents to learn and understand the testing processes being followed.

Test Case Template Components

Some key components along with their examples and best practices for writing them are highlighted below-

Test Case ID

Test case ID is created by combining the project identifier with a unique number. For example, the test case identifier for the Login module can be Login_TC_001. Similarly, for the Payment module, it can be PAY_TC_001. You may consider some important points while creating a Test Case ID-

• IDs should be easily searchable
• Include Module/Feature name
• Use a consistent naming convention

Test Case Description

It gives an overview of the test we would be performing. The description states the feature to be tested and the specific test scenario. Additionally, the expected behavior for the test is also added. For example, test case description for successful login can be –

Verify that users can successfully log in using valid email and password.

Prerequisites

Prerequisites constitute the system requirements and the test environment. The software versions, database configurations network settings, browser specifications, and mobile device requirements(if any) are specified within the prerequisites for the test case. Additionally, the test data setup required for execution is included. For example, the execution of a successful login test case requires a set of valid usernames and passwords along with validation on different browsers and devices like Google Chrome, Firefox, Android, iOS, etc

Test Steps

Test steps are sequential actionable instructions. Each test step has one action. For example, for the Successful Login test case, the test steps can be

1. Navigate to the application URL.
2. Enter the username.
3. Enter the password.
4. Click on the Login button.
5. Validate that the user account dashboard is displayed.

Expected Results

The expected results capture the expected outcome at each step. It also describes the success criteria and the system’s responses at a specific step. For example, the expected outcome for the above test steps can be

1. The application login page is loaded.
2. The system accepts the username.
3. The system accepts the password.
4. The system should allow the login button to be clicked.
5. The user account dashboard should be displayed.

Status

It refers to the status of the test, i.e. Pass or Fail. It can be corresponding to each step.

Test Case Template – Example

A general test case template includes the components listed in the above section along with basic details like the Test Designed By, Test Reviewed By, Test Executed By, Test Execution Date and some other generic fields. Below is a test case template for login functionality:

Module Name: Account Login	Test Environment: QA	Release Cycle: Q4_Release2	Test Execution Date: 12th Feb’25
Test Designed By: Alpha	Test Reviewed By: Beta	Test Executed By: Zeta
Test Case ID	Test Description	Prerequisites	Test Step	Expected Result	Status
Login_TC_001	Verify that users can successfully log in using valid email and password	Username: abc@mail.comPassword: Pass1	Navigate to the application URL.	The application login page is loaded.	Pass
			Enter the username.	The system accepts the username.	Pass
			Enter the password.	The system accepts the password.	Pass
			Click on login button.	The login button should be clicked.	Pass
			Validate that the user account dashboard is displayed.	The user account dashboard should be displayed.	Pass
Login_TC_002	Verify that users can not log in using invalid email and valid password	Username: xyz@mail.comPassword: Pass1	Navigate to the application URL.	The application login page is loaded.	Pass
			Enter the username.	The system accepts the username.	Pass
			Enter the password.	The system accepts the password.	Pass
			Click on login button.	The login button should be clicked.	Pass
			Validate that the invalid user message is displayed.	An invalid user details message should be displayed.	Pass

Best Practices to Write Effective Test Case Template

• The test steps should be written clearly with specifications of data values, inputs and validation points.
• The documentation standards must be followed by using consistent terminology, ans use of version control.
• The test cases must be organized such that the related test cases are grouped. The dependencies must maintained. Additionally, the test cases must be prioritized based on risk.

Also Read this detailed guide: How to Write Effective Test Cases

How To Create and Manage Test Cases Using TestGrid

Writing and managing test cases is crucial for the success of the end to end testing process. TestGrid offers a great way to write test cases to execute your tests through its codeless test automation. Let us see how we can leverage TestGrid to write test cases. We will perform the following steps:

1. Launch www.google.com
2. Search the keyword TestGrid.
3. Click on the link for TestGrid website.

Once you log in to TestGrid, navigate to Codeless section as highlighted below-

Click on Create a New Project.

Now, enter the project details for the test case as shown below-

After clicking on Next, you will see the dialog to enter Test Case details-

Next, you can select the browser you want to execute your test on. I am selecting Google Chrome.

Now you are all set to write your test case. You will notice that a new screen opens with two sections: one where you can see the Live View, and the other where you can add resources for your test.

You can now go ahead and perform your steps to pick the elements using the element picker or use the Recording feature to record your test steps. The Record and Playback testing is an effective way to quickly create your tests.

Once you have added or recorded the steps, you can save the test case, and it will appear in the Test Explorer, where you can execute or modify it as per your requirements.

This is how you can use TestGrid to easily maintain your test cases, update them and execute them for efficiency in your testing process.

Key Takeaways

Thorough understanding of testing principles is the key to creating effective test case templates. Testing teams can excel by creating comprehensive testing documentation, maintaining consistency across projects, ensuring quality standards and enabling effective communication. Incorporating the practice of including test case templates in the testing process will ensure an efficient and successful release.