Horizon Europe proposal writing guide

How can one apply to the Horizon Europe Programme? What’s the ideal time to start developing a Horizon Europe proposal? What are the main steps to make and the core evaluation criteria to keep in mind while creating your proposal? Read this article for expert guidance on the proposal development process.

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Writing a Horizon Europe proposal is an intense process, which requires time and dedication to the goal: deliver high quality documents, in alignment with the EC templates, and thus, increase the possibilities for an EU funded project.

How much time is needed to write such a proposal?

Although it depends on each program, 6 weeks could be considered a minimum for such a writing process (8 weeks for the larger projects). Apparently, experienced writers could deliver a quite complete first draft in 3-4 weeks, but it is common sense that the more time you dedicate for EU research to strengthen specific aspects (like state-of-the-art, market analysis / trends, geographical segmentation) the closer you are to receiving the EU grant. A key point, especially in collaborative projects, is that the progress is not fully depending on the writer but also in external parameters, such as material to be provided from one partner or feedback on the drafts from the partner (s).

How to start writing a Horizon Europe proposal?

A well-organized preparation is crucial before you actually start filling pages. Below we present 3 key steps that will enhance the writing efficiency of a Horizon Europe proposal.

  • Study well the writing criteria of the respective programs and ensure that you keep yourself updated with the latest EC templates.
  • Create a template of the document, where you will insert all the sections and the sub-sections required by the EC.
  • Study well the materials partner(s) have shared to fully understand the a) concept; b) project objectives; and c) business model/plan.

It is common (especially in collaborative projects) not having much information for points 3.b) and especially 3.c); try to extract the maximum information from the applicant company (or companies) with specific and clear questions. Another way to gather more information and better understand the project is to create a kick-off meeting (KOM) document with bullet point questions based on the EC template that you can share with the partner (s). Sections that could be included are company description, description of the innovative product or model for which they apply for, state-of-the art, current stage of development and next steps, relevant potential customers and stakeholders, business model and pricing strategy. This could be shared with the applicant (s) either before the KOM or after, where you can also insert and confirm the accuracy of all the information exchanged during the first meeting.

How important are the first pages and the wow effect ?

The evaluators are usually professionals outside the EC organization. This means that they have their own jobs, and evaluation is an additional income source and something to add in their CVS (evaluation of EU projects is always a prestigious addition). As such, there is no guarantee that they will dedicate the necessary time to evaluate in depth your Horizon Europe proposal. Also, they will have to review a number of proposals in a quite short period of time. So, you must show them that your proposal is worth funding within the first five minutes. Therefore, catching their attention ( wow effect ) from the beginning is crucial.

Two simple ways to achieve that are:

  • Insert a small text box (max. 15-20 lines) in the first page after the list of participant (s) and the table of contents, introducing the innovation and its Unique Selling Points (USPs) against the SoA and its market impact ( EU Grant requested, projection of revenues / profit, as well as the return on investment).
  • Present the main aspects of the proposal in the first couple of pages (like an executive summary). These could be: a) current situation of the respective market and the challenges that it faces; b) the existing solutions trying to solve these issues and their limitations; c) the market opportunity that it is created as a result of the above; and d) introduce the scope of the proposal and key novelties (in case of a collaborative project, a small paragraph with the introduction of the consortium partners and the role they will have in the project can be added).

Remember, you should not try to give as much information as possible, but rather be concise and focus only on the key points. As such, the evaluator will have a quite clear perception of what is the innovation and its potential impact in the market from the beginning. Supporting this text with qualitative data and some catchy images always adds value and helps to quickly explain your project. As a rule, the evaluators know after the first pages of a proposal whether they will give their approval for funding or not. The rest of a proposal just deepens this decision.

Be sure that your Horizon Europe proposal covers all aspects

Overall, proposals for EU projects need to be like a supermarket ; have it all and cover all the aspects EC requires: an innovative idea, a satisfactory TRL, clear and quantifiable objectives, a high market potential and solid go-to-market strategy. We have seen projects with a medium level of novelty, but with a high market potential and clear strategy to thrive, whilst high innovative products or models keep trying and trying to get the EU funding because they do not have the full package.

General tips

  • Aesthetics are important. Leave enough spacing between the text and try to use maximum 2-3 colors, including black (and their color tones).
  • Do not focus so much on the technology. The technological concept is important, but it is not only that. Covering three or four pages just about the technology with complicated technical terminology will not help the proposal (remember that the evaluators are not necessarily experts in the very specific segment of your project).
  • Keep a page balance between the various sections of the proposal.
  • Overpassing the size limit of the document is quite often an issue among writers. There are various tricks to decrease the document size, e.g. convert tables into images.
  • Do not underestimate the Letters of Intent (LoI). Press your customer (s) to get as many as possible.
  • Do not forget about a short and clear conclusion. Ideally, your proposal should be explicable within the introductory paragraphs on the first pages and a comprehensive conclusion.

Panos Antonopoulos, Innovation Consultant

How to budget Horizon Europe proposal together?

Budget planning is one of the most crucial stages of your project proposal's development. Your budget is the prediction of expenses and the breakdown of costs that demonstrates the required resources for the proposed project, and serves as a plan for funders to know how the parties involved will operate the project and spend money in every project phase. In this article we've gathered together tips and tricks on how to turn the budgeting process of a collaborative project into a straightforward and streamlined process.

Recorded Webinar: Quick guide for planning your Horizon Europe applications

Watch this recorded one-hour webinar with Jeanne Collin – an expert on H2020, to make sure you make the most of your preparation time and are ready to apply to the upcoming Horizon Europe calls.

How to calculate the budget for a Horizon Europe proposal

The major goal of the proposal budget for Horizon Europe projects is to show how much money a project will cost and if those costs adhere to guidelines. In this article we answer the question of what kind of costs can be covered by the EU grant, as well as give some costs calculation tips for a Horizon Europe proposal budget.

Create your Horizon Europe proposal with EMDESK

Watch on how EMDESK can help you create a winning proposal and further support your project management; or contact us – our team of experts is ready to help!

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