How to Write a Business Case for a School Covered Walkway (That Actually Gets Approved)

Over 30 years of working with schools, I have seen a lot of covered walkway projects get approved and a fair few get knocked back. The ones that fail are almost never knocked back because the idea is wrong. They fail because the person presenting the case did not give the decision-makers what they needed to say yes confidently.

This is the guide I wish schools had when they first called me.

Who you are presenting to and what they care about

Before you write a word, understand your audience.

Governors care about two things: risk and value. Is this a sensible use of the school's money? Are there any risks to the school if we approve this? Give them evidence on both and you are most of the way there.

MAT trustees or finance committee care about the same things, plus consistency across the trust. Why this school, why now, and does it set a precedent we can manage?

Local authority estates team (for maintained schools) cares about whether this fits within the capital programme and whether the process was followed correctly.

None of these people are trying to block you. They are trying to make a defensible decision. Your job is to make it easy for them to defend saying yes.

The five elements every approval needs

1. A specific problem, not a wish

Governors approve solutions to problems. They do not approve things that would be nice to have.

"We would like a covered walkway connecting the main building to the sports hall" is a wish. It will get deferred.

"Year 7 to Year 11 pupils cross an exposed 35-metre route between the main building and the sports hall approximately 20 times per week in all weathers. Last year we recorded four weather-related welfare incidents. The route is inadequately supervised in heavy rain because staff cannot stand at both ends simultaneously. We have a safeguarding gap and a recurring disruption to the timetable when weather prevents outdoor PE." That is a problem. It will get a decision.

Be specific. Use your own school's data. Welfare log entries, incident reports, timetable disruption records. Real evidence beats well-intentioned estimates every time.

2. The cost, properly presented

Presenting a single headline figure does not work. Present it in three ways.

First, the capital cost: what it costs to build and install. Get proper quotes from at least two manufacturers, not ballpark figures from a website. Include foundations, any enabling works, and VAT position.

Second, the whole-life cost: a quality aluminium covered walkway lasts 25 to 30 years with virtually no maintenance. No repainting, no rust treatment, no replacement. Annualise the capital cost over 25 years and present that figure. A £28,000 walkway costs £1,120 per year over its lifespan. That is the number that makes governors nod.

Third, the cost per square metre compared to alternatives. A covered walkway typically costs £400 to £800 per square metre installed. A traditional building extension runs at £1,500 to £3,000 per square metre and takes 12 to 18 months. If your school needs covered space, a walkway is by far the most cost-effective way to get it.

3. The funding route

Do not ask governors to approve a project without telling them where the money is coming from. Whether it is SCA, a capital budget allocation, a finance lease, or a combination, the funding route needs to be in the business case.

If you are using finance leasing, include the monthly payment figure and the lease term alongside the total capital cost. Since September 2024, schools can arrange finance leases without Secretary of State approval, which removes what used to be the main friction point for this route.

If you are not sure which funding route applies to your school, read the complete guide before you write the business case: How Schools Fund a Covered Walkway: DfE Grants, SCA and All Your Options Explained.

4. The curriculum and Ofsted angle

Covered walkways are not just infrastructure. They create usable outdoor space that directly supports curriculum delivery and wellbeing outcomes. Both of these matter to Ofsted's inspection framework.

In your business case, include a paragraph on how the walkway will be used. Be specific. "Weather-protected movement between buildings" is the minimum use case. If your school has outdoor learning plans, forest school activity, or any curriculum that uses outdoor space, connect the walkway to that explicitly.

If your school development plan mentions outdoor learning, access to nature, or pupil wellbeing, reference it. Governors are much more comfortable approving something that connects to an existing strategic priority than approving something new and standalone.

5. What approval looks like in practice

Tell the governors exactly what you are asking them to approve. Not "I would like us to explore the possibility of..." A clear resolution:

"The governing body is asked to approve capital expenditure of £[X] for the installation of a covered walkway connecting [building A] and [building B], to be funded from [funding route], with installation scheduled for [school holiday period]."

One sentence. One decision. Make it easy.

The supporting documents that make the difference

A business case that arrives with supporting documents is far more likely to succeed than one that arrives alone. The documents governors want to see:

Scaled drawings. Not a photograph from a brochure. A dimensioned drawing showing the walkway on your specific site. Governors who can see exactly what they are approving are far more comfortable than those being asked to imagine it.

3D visual render. A photorealistic image of the finished walkway as it will appear at your school. This one document probably does more to get approvals over the line than anything else in the pack.

Two or three comparable quotes. Evidence that the cost is competitive and that the procurement process was followed. Particularly important for maintained schools and MATs with formal procurement thresholds.

A one-page summary. For the governing body pack, a single A4 summary with the problem, the solution, the cost, the funding route, and the recommendation. Governors read a lot of papers. Make it easy to find your ask.

We provide specifications, drawings and 3D renders as part of our free site survey at no additional cost. Most schools have everything they need for a governor presentation within two weeks of the survey. Call 01704 547 321 or request your survey online.

Common reasons business cases get deferred

These are the things I see knock projects back repeatedly.

No problem statement. The case focuses entirely on the solution and never explains why the school needs it. Governors have no basis for prioritising it over other requests.

Vague costs. "Around £20,000 to £30,000" is not a budget. It is a reason to ask for more information and put the decision off.

No funding route. Asking governors to approve a project without telling them where the money is coming from puts them in an impossible position. They will almost always defer.

Weak comparisons. If you are asking for £25,000 of capital, tell governors what that compares to. A new minibus? A classroom refurbishment? Help them calibrate.

Missing the procurement angle. For MATs especially, the business case needs to show that procurement rules were followed or that there is a plan to follow them. Governors cannot approve a project that bypasses procurement policy.

A note on timing

Submit your business case at the right point in the school year. Most governing bodies have capital budgets that are planned in spring and confirmed by summer for the following financial year. A business case submitted in September for a project you want in January of the same year will almost always be deferred.

The best time to get approval is spring term for a summer installation, or early autumn term for a project in the following summer. Work backwards from when you want the walkway in place and you will quickly see when the business case needs to be in front of governors.

If you want the walkway before the end of this academic year, the conversation needs to happen now.