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The first pages of the Capital Expenditure Request template

Capital Expenditure Request

Document template for Google Docs and Word

Make a copy in Google Docs
Type
Document
Price
Free
Pages
8 · US Letter
Style
Corporate
Difficulty
Beginner
Updated
November 4, 2026

Every page (8)

Overview

Capital requests get deferred when the committee cannot see what waiting costs or how the amount was built. This eight-page document puts the ask first, then the evidence of need, the cost lines with contingency, the payback and IRR, the options including do nothing, and the approvals.

The sample is a request from Inkberry Group, a fictional commercial printer, to replace a 2009 press for $1.1M. It shows downtime, scrap and capacity data, a five-year return and a scored comparison. Replace the asset, quotes, savings and discount rate with your own, then recheck every total.

Useful for

  • Putting a $1M press, line or fleet replacement in front of the annual capital committee
  • Showing a finance director why a refurbishment option fails the payback hurdle
  • Comparing several capital requests on the same payback, NPV and IRR basis

What's included

  • Request summary with amount, key findings and a recommendation box
  • Justification page with title block, headline figures and the evidence of need
  • Cost page with a quarterly spend chart, a line-by-line budget table and a contingency note
  • Payback page with annual benefit chart, benefit split and a key figures table by option
  • Options page with a tick-and-cross comparison, a scored version and a recommendation
  • Approvals page, decision box with next steps, and a make-it-yours guide

How to use it

  1. 1

    Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.

  2. 2

    Enter your asset, supplier, total cost and funding source in the request summary and the title block.

  3. 3

    Replace the need section with your failure, downtime or capacity data, then rebuild the cost table so the totals match.

  4. 4

    Recalculate payback, NPV and IRR with your own discount rate and asset life, and fill in the options table with do nothing and a lower-cost option.

  5. 5

    Add the approval levels for your delegation of authority, delete the guide page, then share or present the document.

What you need

Requirements

  • A Google account with access to Google Drive

Works with

  • Google Docs
  • Microsoft Word (download the .docx)

Questions

Is this capital expenditure template free?

Yes. Make a copy in Google Docs and it is yours to edit, with no sign-up here and no cost. Nothing in the file is locked.

Can I use it for vehicles or IT equipment as well as plant?

Yes. The structure works for any asset. Swap the downtime and scrap evidence for vehicle age and mileage, or laptop age and failure rate.

Is the sample content real?

No. Inkberry Group, every person and every figure are fictional, made up for the example. Replace them with your own before you share it.

  • #capex-request
  • #capital-expenditure
  • #business-case
  • #payback-analysis
  • #finance
  • #google-docs
  • #free-template

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