Writing a successful Erasmus+ funding proposal requires careful planning, clear objectives, and attention to detail. The European Commission evaluates applications based on specific criteria including relevance, quality of design, impact, and sustainability. A well-structured proposal demonstrates how your project addresses EU priorities while providing meaningful benefits to all participants and organizations involved.
What is an Erasmus+ funding proposal?
An Erasmus+ funding proposal is a detailed application document submitted to secure financial support from the European Union’s education, training, youth, and sport programme. It outlines a project’s objectives, activities, and expected outcomes while demonstrating alignment with EU priorities in education and training.
The Erasmus+ programme primarily supports three key activities: learning mobility for individuals (KA1), cooperation for innovation and exchange of good practices (KA2), and support for policy reform (KA3). Each project type requires a specific application approach, but all proposals must demonstrate how they enhance educational quality, foster innovation, and promote European values.
A successful proposal clearly articulates the need for the project, provides a comprehensive implementation plan, and explains how results will be shared and sustained beyond the funding period. The fundamental structure includes project rationale, detailed activities, partnership information, budget planning, and impact measurement strategies.
What are the key elements of a successful Erasmus+ proposal?
A successful Erasmus+ proposal contains several essential elements that address the evaluation criteria used by assessors. The most important components include:
- Project relevance: Clear demonstration of how your project addresses EU priorities and meets genuine needs of participating organizations and individuals
- Quality of project design: Well-structured activities with logical progression, realistic timeline, and appropriate methodologies
- Quality of project team: Appropriate mix of partners with complementary expertise and clear role distribution
- Impact and dissemination: Concrete plans for measuring outcomes and sharing results with wider audiences
- Budget efficiency: Cost-effective planning that justifies all expenses in relation to expected outcomes
Evaluators assess proposals against four main criteria: relevance (30 points), quality of project design and implementation (20 points), quality of partnership and cooperation arrangements (20 points), and impact (30 points). A minimum score of 60 points is typically required for funding consideration, with at least half the maximum points in each category.
The most competitive proposals demonstrate a clear connection between identified needs, planned activities, and expected outcomes while emphasizing European added value throughout.
How do you develop a compelling project idea for Erasmus+ funding?
Developing a compelling project idea begins with a thorough needs analysis of your organization and potential partners. Start by identifying genuine educational challenges that could benefit from European cooperation and innovation.
First, review the current Erasmus+ programme guide to understand priority areas. Align your concept with these priorities while ensuring it addresses real needs. For example, if digital competence is a priority, assess your organization’s specific gaps in this area before designing a solution.
Next, identify suitable partners whose expertise complements yours. Strong partnerships bring diverse perspectives and strengthen implementation capacity. Consider organizations with previous Erasmus+ experience who can contribute valuable insights.
When refining your idea, focus on innovation balanced with feasibility. Ask yourself:
- What specific problem does this project solve?
- How does it build on existing knowledge while offering something new?
- What tangible outcomes will result from the activities?
- How will participants and organizations benefit in both short and long term?
Finally, ensure your concept includes clear learning objectives, concrete activities, and measurable outcomes that demonstrate European added value.
What common mistakes should you avoid in Erasmus+ applications?
The most common mistakes in Erasmus+ applications often lead to rejection despite good project ideas. Vague objectives top the list – proposals that fail to articulate specific, measurable goals make it difficult for evaluators to assess potential impact.
Another frequent pitfall is poor alignment with EU priorities. Successful proposals clearly demonstrate how the project addresses current programme objectives rather than simply mentioning them in passing.
Many applications also suffer from weak partnership arrangements. This includes inadequate partner involvement in proposal development, unclear role distribution, or partnerships formed without genuine collaboration logic.
Budget issues frequently undermine otherwise strong applications. These include unrealistic cost estimates, insufficient justification for expenses, or imbalance between activities and requested funding.
Other common mistakes to avoid:
- Copying text from previous applications without proper adaptation
- Presenting generic activities without clear methodology
- Overlooking dissemination and sustainability planning
- Submitting hastily prepared applications with inconsistencies or grammatical errors
- Failing to explain how results will be evaluated and impact measured
How should you structure the budget in an Erasmus+ proposal?
The budget section of an Erasmus+ proposal requires careful planning to ensure all activities can be implemented effectively while demonstrating good financial management. Erasmus+ budgets are primarily based on unit costs – predetermined amounts for specific activities rather than actual expenditure.
Start by understanding the main budget categories for your project type:
- Project management and implementation (covering coordination and basic activities)
- Transnational project meetings (for planning and coordination)
- Intellectual outputs (for creating substantial deliverables)
- Multiplier events (for sharing results with wider audiences)
- Learning/teaching/training activities (for mobility components)
- Special needs support (for participants with disabilities)
- Exceptional costs (for subcontracting or expensive equipment)
When planning your budget, ensure a logical connection between activities and requested funding. Each expense should clearly contribute to achieving project objectives.
Cost-effectiveness is crucial – evaluators look for proposals that maximize impact relative to costs. Avoid inflating budget requests, as this suggests poor planning and may reduce your proposal’s competitiveness.
Finally, check that all calculations are accurate and consistent with the activities described in your work plan. Discrepancies between narrative sections and budget tables raise red flags for evaluators.
When and how should you submit your Erasmus+ proposal?
Erasmus+ proposals must be submitted by specific deadlines that vary according to project type. Key Action 1 (KA1) mobility projects typically have deadlines in February, while Key Action 2 (KA2) cooperation partnerships often have submission deadlines in March or April. Always check the current programme guide for exact dates.
Begin preparation at least 2-3 months before the deadline. This timeline allows for thorough needs analysis, partner coordination, and multiple draft revisions. The final week should be reserved for quality checks rather than substantial writing.
All applications must be submitted electronically through the European Commission’s online platform. The submission process involves:
- Registering your organization in the Organisation Registration System (ORS) to obtain a unique identification code
- Downloading the correct application form for your project type
- Completing all mandatory fields with clear, concise information
- Attaching required annexes (e.g., declaration of honour, partner mandates)
- Validating the form to check for completion errors
- Submitting before the deadline (typically 12:00 Brussels time)
Submit well before the deadline to avoid technical issues. The system experiences heavy traffic on submission days, which can cause delays or failures. Remember that late submissions are not accepted regardless of technical problems.
Before final submission, conduct a thorough review using evaluation criteria as a checklist. Ensure all sections are complete, consistent, and compelling, with no grammatical errors or formatting issues that might distract evaluators.
Ready to Start Your Erasmus+ Journey?
Navigating the Erasmus+ application process can be challenging, but you don’t have to do it alone. Visit our How to Apply page to learn more about the application process and discover our AI-powered assistants that can help you secure Erasmus+ funding. These intelligent tools are designed to guide you through every step of the application process, providing personalized support and increasing your chances of success.