Submission of an application for a grant in an open procedure
In an open procedure applications must be submitted in full format (i.e. Concept Note and Full Application Form).
Applicants must apply in English, French, Spanish or Portuguese, as required in the Guidelines for Applicants of the call for proposals (CfPs).
Any error or major discrepancy related to the points listed in the instructions on the Concept Note or any major inconsistency in the Full Application Form (e.g. the amounts mentioned in the budget are inconsistent with those mentioned in the application form) may lead to the rejection of the application.
Clarifications will only be requested when information provided is unclear, thus preventing the Contracting Authority from conducting an objective assessment.
Hand-written applications will not be accepted.
Only the application form and the published annexes which have to be filled in (B. The Budget, C. The Logical framework) will be evaluated. It is therefore of utmost importance that these documents contain all relevant information concerning the action. No additional annexes should be sent.
Applications must be submitted in one original and X copies (as requested in the Guidelines of the Call) in A4 size, each bound. The complete Grant Application Form (Part A - concept note and Part B - full application form), budget and logical framework must also be supplied in electronic format (CD-Rom). The electronic format must contain exactly the same version of the documents sent in paper version.
The checklist (Section V of part B the grant application form) and the Declaration by the applicant (Section VI of part B of the grant application form) must be stapled separately and enclosed in the envelope.
Where an applicant sends several different applications (if allowed to do so by the Guidelines of the CfPs), each one has to be sent in separate packages.
The outer envelope must bear the reference number and the title of the call for proposals, together with the title and number of the lot (where applicable), the full name and address of the applicant, and the words ”Not to be opened before the opening session”, also in local language (if applicable).
Applications must be submitted in a sealed envelope by registered mail, private courier service or by hand-delivery (a signed and dated certificate of receipt will be given to the deliverer) at the address mentioned at point 2.2.2 of the Guidelines for Applicants. Applications sent by any other means (e.g. by fax or by e-mail) or delivered to other addresses will be rejected.
Applicants must verify that their application is complete using the checklist (section V of part B of the grant application form). Incomplete applications may be rejected.
The deadline for the submission of applications is indicated at point 2.2.3 of the Guidelines of the Call. Any application submitted after the deadline will automatically be rejected.
If more than one deadline is given, any application submitted after the first deadline will automatically be included in the next round of applications. Any application submitted after the last deadline will automatically be rejected.
Sources and useful links