Manual Test Case Format Checklist: 10 Must-Have Sections for QA Teams

A structured test case format for manual testing is key to consistent and reliable QA. Every test case should be clear, repeatable, and aligned with specific business requirements. When teams skip important details or leave test steps open to interpretation, it creates confusion, rework, and risks during releases.

Using a consistent manual test case format improves communication across teams, supports traceability, and speeds up onboarding for new testers. It also helps during audits and makes regression planning easier.

This blog breaks down 10 sections every manual test case should include. You’ll also see how tools like BotGauge help QA teams maintain these formats using built-in templates, version control, and execution tracking. If your team wants to improve testing accuracy and reduce effort, this checklist is the place to begin.

Manual Test Case Format #1: Login with Valid Credentials

Test Case ID: TC-001-Login-Valid

Test Case Title: Verify successful login with valid credentials

Objective: Confirm that users can log in using the correct username and password without errors. This helps verify basic authentication flow.

Test Type: Functional

Priority: High

Module: User Authentication

Preconditions:

• User account exists and is activated
• Browser used: Chrome v120
• Application version: v3.2.1

Test Data:

• Username: qa_user
• Password: Qa@12345

Test Steps:

1. Launch the application.
2. Navigate to the login page.
3. Enter valid username and password.
4. Click the ‘Login’ button.

Expected Result:

User is redirected to the dashboard and sees a welcome message.

Actual Result:

(To be filled after test execution)

Status:

Pass / Fail (mark based on outcome)

Tester Name:

(To be filled by the tester)

Execution Date:

July 28, 2025

Reviewer Name:

Assigned reviewer for this case

Version:

V1.0

Remarks / Bug ID:

Mention any issues, such as error messages or broken redirection. If failed, include the Bug ID.

This test case format for manual testing covers all essential sections without making it complex. It’s the kind of manual test case format any tester can follow with minimal confusion.

Manual Test Case Format #2: Login with Invalid Credentials

Test Case ID: TC-002-Login-Invalid.

Test Case Title: Verify error message when using invalid login credentials.

Objective: Confirm that the system blocks access and shows the correct error message when incorrect credentials are used.

Test Type: Negative.

Priority: High.

Module: User Authentication.

Preconditions:

• User account exists.
• Application is accessible.
• Browser: Firefox v118.
• App version: v3.2.1.

Test Data:

• Username: qa_user
• Password: WrongPass@123

Test Steps:

1. Open the login page.
2. Enter a valid username with an incorrect password.
3. Click on the ‘Login’ button.

Expected Result:

The system should display: “Invalid username or password.” The user should remain on the login page.

Actual Result:

(To be recorded during testing)

Status:

Pass / Fail.

Tester Name:

Name of the executing tester.

Execution Date:

July 28, 2025.

Reviewer Name:

Assigned reviewer.

Version:

V1.0.

Remarks / Bug ID:

Log any UI inconsistencies, missing validations, or unexpected redirects. Link to bug ID if applicable.

This negative scenario is critical in a test case format for manual testing. It validates that the application handles invalid data correctly without compromising the login system.

Manual Test Case Format #3: Password Reset with Registered Email

Test Case ID: TC-003-PasswordReset-Valid.

Test Case Title: Verify password reset using a valid registered email.

Objective: To confirm that users receive a password reset email when entering a valid registered email address in the “Forgot Password” form. This test is a key part of any user account module and must be included in your test case format for manual testing.

Test Type: Functional

Priority: Medium

Module: Forgot Password / Authentication

Preconditions:

• A verified user account exists with the email user@example.com
• Mail server is operational
• Browser: Microsoft Edge v124
• App version: v3.2.1

Test Data:

• Email: user@example.com

Test Steps:

1. Launch the login page.
2. Click on the ‘Forgot Password’ link.
3. Enter the registered email.
4. Submit the request.

Expected Result:

A success message appears: “A reset link has been sent to your email.” The user receives a reset email within 1 minute.

Actual Result:

(To be filled after test execution)

Status:

Pass or Fail (mark accordingly)

Tester Name:

Tester executing the case

Execution Date:

July 28, 2025

Reviewer Name:

Reviewer’s name

Version:

V1.0

Remarks / Bug ID:

Mention if the email is delayed, missing, or link is broken. If failed, link to the bug ID.

A manual test case format that includes flows like password recovery ensures your application handles user access issues properly. For QA teams, this format helps maintain clarity, traceability, and faster root cause analysis.

Manual Test Case Format #4: Contact Form: Empty Submission

Test Case ID: TC-004-FormValidation-EmptyFields

Test Case Title: Verify error messages when submitting the contact form with all fields left blank

Objective: Confirm that the system shows proper validation messages when required fields are left empty and prevents form submission. This should be part of every well-defined manual test case format for frontend validation.

Test Type: Negative

Priority: Medium

Module: Contact Us / Form Validation

Preconditions:

• Application is up and running
• Browser: Safari v17 on macOS Ventura
• App version: v3.2.1

Test Data:

• Name: (empty)
• Email: (empty)
• Message: (empty)

Test Steps:

1. Open the Contact Us page.
2. Leave all input fields blank.
3. Click the Submit button.

Expected Result:

The system should display error messages for each required field. The form should not submit and the page should remain the same.

Actual Result:

(To be noted after testing)

Status:

Pass / Fail

Tester Name:

Tester responsible for execution

Execution Date:

July 28, 2025

Reviewer Name:

(Reviewer’s name)

Version:

V1.0

Remarks / Bug ID:

Mention if error messages are missing, not styled properly, or the form submits anyway. Log bug ID if necessary.

This test case strengthens your test case format for manual testing by covering critical negative scenarios. Validation tests like this reduce chances of bad data entry and user confusion.

Manual Test Case Format #5: Logout Functionality

Test Case ID: TC-005-Logout-Valid.

Test Case Title: Verify that the user is successfully logged out of the application.

Objective: Ensure that the system ends the user session and redirects to the login page when the logout button is clicked. This check is a common part of any manual test case format for authentication modules.

Test Type: Functional

Priority: Medium

Module: User Authentication

Preconditions:

• User is logged into a valid account.
• Browser: Chrome v120
• Application version: v3.2.1

Test Data:

• Valid user session.

Test Steps:

1. Navigate to the dashboard.
2. Click on the user menu or profile icon.
3. Select the ‘Logout’ option.

Expected Result:

The session ends, and the user is redirected to the login page. No unauthorized access to protected pages should be possible after logout.

Actual Result:

(To be filled after execution)

Status:

Pass / Fail

Tester Name:

Name of the tester

Execution Date:

July 28, 2025

Reviewer Name:

Assigned reviewer

Version:

V1.0

Remarks / Bug ID:

Record any issues like failed session termination or cached access to protected pages. Add Bug ID if found.

Manual Test Case Format #6 – Successful Checkout with Valid Card

Test Case ID: TC-006-Checkout-ValidCard.

Test Case Title: Verify successful checkout using a valid credit card.

Objective: Confirm that users can complete the purchase flow using valid payment information and receive a confirmation page. This flow must be part of every comprehensive manual test case format for transactional systems.

Test Type: Functional

Priority: High

Module: Checkout / Payment Gateway

Preconditions:

• User is logged in
• At least one product is added to the cart
• Application is connected to the test payment gateway
• Browser: Firefox v118
• App version: v3.2.1

Test Data:

• Product: “Wireless Mouse”
• Card Number: 4111 1111 1111 1111
• Expiry: 12/26
• CVV: 123

Test Steps:

1. Go to the cart page
2. Click on ‘Proceed to Checkout’
3. Fill in valid shipping and billing details
4. Enter valid credit card details
5. Click ‘Pay Now’

Expected Result:

User sees a success message: “Order confirmed.” A confirmation email is sent. The user is redirected to the order summary page.

Actual Result:

(To be captured after execution)

Status:

Pass / Fail

Tester Name:

Tester executing this scenario

Execution Date:

July 28, 2025

Reviewer Name:

Reviewer assigned for this case

Version:

V1.0

Remarks / Bug ID:

Note any payment gateway errors, incorrect success redirects, or missing email confirmations. Add Bug ID if applicable.

Manual Test Case Format #7: Update Product Quantity in Cart

Test Case ID: TC-007-Cart-UpdateQuantity

Test Case Title: Verify that the user can update the quantity of a product in the shopping cart

Objective: Ensure the cart updates item totals and grand total correctly when a user changes product quantity. This scenario is a core part of every manual test case format covering cart behavior.

Test Type: Functional

Priority: Medium

Module: Shopping Cart

Preconditions:

• User is logged in
• At least one item is present in the cart
• Application version: v3.2.1
• Browser: Chrome v120

Test Data:

• Product: “Bluetooth Speaker”
• Original Quantity: 1
• Updated Quantity: 3

Test Steps:

1. Go to the shopping cart page
2. Locate the product in the list
3. Change the quantity from 1 to 3
4. Click the ‘Update’ or ‘Refresh’ button

Expected Result:

The item total and overall cart total update correctly. No page error or reload issue occurs. The new quantity is saved and displayed.

Actual Result:

(To be noted during execution)

Status:

Pass / Fail

Tester Name:

Person executing the case

Execution Date:

July 28, 2025

Reviewer Name:

Reviewer name

Version:

V1.0

Remarks / Bug ID:

Include issues such as incorrect calculations, failed updates, or UI glitches. Link to bug ID if logged.

This use case reinforces accurate price calculations and cart stability, making it a key part of any reliable test case format for manual testing in ecommerce systems.

Manual Test Case Format #8 – Name Field Should Not Accept Special Characters

Test Case ID: TC-008-Validation-NameSpecialChar.

Test Case Title: Verify that the name field does not accept special characters.

Objective: Ensure that special characters are blocked in the name input field and proper error messages are shown. This check is a vital part of every frontend manual test case format.

Test Type: Negative

Priority: Medium

Module: User Profile / Form Input Validation

Preconditions:

• User is on the profile creation or sign-up page
• App version: v3.2.1
• Browser: Edge v124

Test Data:

• Name Input: @Ravi!123

Test Steps:

1. Navigate to the sign-up or profile creation form
2. Enter @Ravi!123 in the name field
3. Submit the form

Expected Result:

The system should prevent form submission and show a message: “Name cannot contain special characters.”

Actual Result:

(To be recorded post-execution)

Status:

Pass / Fail

Tester Name:

Tester who executes this case

Execution Date:

July 28, 2025

Reviewer Name:

Designated reviewer

Version:

V1.0

Remarks / Bug ID:

Note any missing validation, improper messages, or UI issues. Link to bug ID if applicable.

Input validation ensures cleaner data and prevents user confusion. This scenario adds strength to your test case format for manual testing by checking for invalid entries early in the user flow.

Manual Test Case Format #9 – Mandatory Address Field Validation

Test Case ID: TC-009-Address-MissingFields

Test Case Title: Verify error when required address fields are left blank during checkout

Objective: Confirm that the checkout form shows validation errors when required address fields like street, city, or postal code are left empty. This helps maintain data completeness and should always be included in a manual test case format.

Test Type: Negative

Priority: High

Module: Checkout / Address Form

Preconditions:

• User is logged in
• At least one item is present in the cart
• Browser: Safari v17
• App version: v3.2.1

Test Data:

• Street: (empty)
• City: (empty)
• Postal Code: (empty)

Test Steps:

1. Proceed to the checkout page
2. Leave required address fields blank
3. Click ‘Continue’ or ‘Next’

Expected Result:

System should display validation messages for each missing required field. The user should not be able to proceed to the payment step.

Actual Result:

(To be filled after execution)

Status:

Pass / Fail

Tester Name:

Tester’s name

Execution Date:

July 28, 2025

Reviewer Name:

Assigned reviewer

Version:

V1.0

Remarks / Bug ID:

Log any fields that don’t validate, missing messages, or form bypass issues. Add Bug ID if relevant.

This case improves the overall test case format for manual testing by verifying form integrity and enforcing required field rules in transactional flows.

Manual Test Case Format #10 – Session Timeout After Inactivity

Test Case ID: TC-010-Session-Timeout.

Test Case Title: Verify that the user session expires after a set period of inactivity.

Objective: Ensure that the system automatically logs out users after a predefined idle period and redirects them to the login page. This is a critical scenario in every secure manual test case format.

Test Type: Functional / Security

Priority: High

Module: Session Management

Preconditions:

• User is logged in
• Session timeout is configured to 15 minutes
• Browser: Chrome v120
• App version: v3.2.1

Test Data:

• Active user session with no interactions

Test Steps:

1. Log into the application
2. Do not interact with the system for 15 minutes
3. Try clicking on any link or navigating to a protected page

Expected Result:

User should be redirected to the login page with a message: “Session expired. Please log in again.” All secure pages should remain inaccessible until re-login.

Actual Result:

(To be entered after execution)

Status:

Pass / Fail

Tester Name:

Tester executing this case

Execution Date:

July 28, 2025

Reviewer Name:

Assigned reviewer

Version:

V1.0

Remarks / Bug ID:

Note if session doesn’t expire, user stays logged in, or sensitive pages remain accessible. Include bug ID if raised.

Session management is a key part of web security. Adding this check to your test case format for manual testing ensures user data is protected when inactivity occurs.

How BotGauge Supports Your Test Case Format for Manual Testing

BotGauge is one of the few AI testing agents with unique features that set it apart from other test case format for manual testing tools. It combines flexibility, automation, and real-time adaptability for teams that want faster, simpler QA execution.

Our autonomous agent has already built over a million test cases for clients across diverse industries. The founders of BotGauge bring over 10 years of hands-on experience in software testing and that experience shaped one of the most capable AI testing agents available today.

Key features include:

• Natural Language Test Creation: Write plain-English inputs; BotGauge instantly converts them into automated test scripts.
• Self-Healing Capabilities: Automatically adjusts test cases when your app’s UI or logic changes.
• Full-Stack Test Coverage: From UI to APIs to databases, BotGauge handles even the most complex integration flows.

These features don’t just support your manual test case format workflows—they also enable high-speed, low-effort testing at scale without heavy engineering lift.

Explore more of BotGauge’s AI-driven testing features → BotGauge

Conclusion

A well-structured manual test case format helps QA teams maintain consistency and accuracy. It defines preconditions, test steps, expected outcomes, and links everything back to business logic. But in practice, teams often skip key details or document test cases differently, causing gaps, confusion, and constant back-and-forth.

Over time, this leads to missed bugs, unreliable results, and release delays. Teams start losing trust in their testing process.

BotGauge fixes this with prebuilt templates, natural language test creation, and self-healing test logic. It removes the manual overhead while enforcing a consistent test case format for manual testing across projects.BotGauge has 1M+ test cases ready for you. Let’s connect today.