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. Here, we have put together advice and tips to facilitate the writing process, covering both single-partner and collaborative projects.
How much time is needed to write such a proposal?
Although it depends on the program, 6 weeks could be considered the minimum for such a writing process (8 weeks for larger projects). Apparently, experienced writers could deliver a quite complete first draft in 3-4 weeks. Still, it is common sense that the more time you dedicate to EU research to strengthen specific aspects (such as state-of-the-art, market analysis/trends, and geographical segmentation), the closer you are to receiving the EU Grant. A key point, especially in collaborative projects, is that progress is not entirely dependent on the writer but also on external factors, such as materials to be provided by one partner or feedback on drafts from the partners.
How to start writing a Horizon Europe project?
A well-organized preparation is crucial before you actually start filling pages. Below, we present three key steps to enhance the efficiency of a Horizon Europe proposal.
- Study the writing criteria of the respective programme and ensure you stay up to date with the latest EC templates.
- Create a template for the document, into which you will insert all the required sections and sub-sections from the EC.
- Study well the materials the partner(s) have shared to understand the a) concept fully; b) project objectives; and c) business model/plan.
It is common (especially in collaborative projects) not to have much information for points 3.b) and especially 3.c); try to extract the maximum information from the applicant company (or companies) with specific 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, which 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; state-of-the-art; current stage of development; 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 they have their own jobs, and evaluation is an additional income source and a way to add to their CV (the evaluation of EU projects is always a prestigious addition). As such, there is no guarantee that they will dedicate the necessary time to evaluating a Horizon Europe proposal in depth. 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).
As such, the evaluator will have a clear understanding of the innovation and its potential market impact from the outset. Supporting this text with qualitative data and some catchy images always adds value.
General tips
- Aesthetics are important. Leave enough space between the text, and use a maximum of 2-3 colours, including black (and its colour tones).
- Do not focus so much on the technology. The technological concept is essential, but it is not the only thing. Covering three or four pages solely on the technology, using complicated technical terminology, will not help the proposal (remember that the evaluators are not necessarily experts in the particular segment of your project).
- Keep a page balance between the various sections of the proposal.
- Exceeding the document’s size limit is quite often an issue for writers. There are multiple tricks to reduce document size (e.g., converting tables to images).
- Do not underestimate the Letters of Intent (LoI). Press your customer(s) to get as many as possible.
Be sure that your EU project 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 a solid go-to-market strategy. We have seen projects with a medium level of novelty, but with a high market potential and a straightforward approach to thrive, whilst highly innovative products or models keep trying and trying to get the EU funding because they do not have the complete package.
How to write an outstanding Impact Section for Horizon Europe
Beyond general tips applicable to the entire proposal, this article outlines the project’s impacts on Horizon Europe evaluators and how to structure an outstanding Impact Section.
How to address the gender dimension in Horizon Europe
When developing your Horizon Europe proposal, the gender dimension is pertinent and reflects the concerns of many researchers and proposal writers. This article explains why you need to address the gender dimension in research and innovation and how to do so impactfully.
