5/1 - Checking the Call Documentation



CHECKING THE CALL DOCUMENTATION serves to gain an in-depth understanding of the process involved in preparing a funding application. While doing so you should take careful note and recognition of the essential criteria, parameters and factors that determine a project's eligibility. A project needs to be fully eligible to have a chance of accessing the relevant fund successfully.





This task ensures that the reader fully understands a number of aspects such as:

  • The eligibility criteria for applying to a funding regime
  • Any requirements such as registering one's intent (such as submitting an Expression of Interest)
  • The structure of the application process (i.e. whether there are a number of phases involved in the application process)
  • The nuances between the questions of an application form
  • Detailed instructions for calculating project costs, performance outcomes, etc.
  • The selection criteria for applications
  • The submission deadlines.



A straight forward aide-memoire will assist you in checking whether you have a complete set of documents relating to the funding call and all associate guides and information material.







Who is this tool for ? When should the tool be used?

Project Coordinator/Leader;

Funding Strategy Coordinator/Team

Application Writing Leader/Team

The tool should be used shortly after a funding opportunity has been identified.

Before a writing team is being put together.


Click on the stations to navigate throught the Application line!


Application line step 1Application line step 2Application line step 3Application line step 4Application line step 5Application line step 6Application line step 7


Key challenges of this step


  • At times there are many documents to be studied to gain clarity about all the requirements and specifications of an application. The terminology varies between funders, there could be 'Call Specifications', 'Technical Specifications', 'Terms of Reference', 'Funding Specifications' etc.. In any case, it is important that you are aware and get hold of all the documents associated with the particular call and its funding process. At times the language in these documents can be technical -ensure that you understand all of them fully.
  • Gaining an in-depth understanding of the application process is a three pronged task involving :
  1. the funder's requirements (eligibility, application form sections, technical specifications, legal requirements, etc.),
  2. your own internal organisational processes for preparing and approving funding applications and
  3. any protocols and timings for signing off the bid before you can submit the funding application when you work in partnership with others. The alignment and coordination of all three levels can be demanding and involves a number of people.

Main risks

  • Over-looking or missing a technical or legal requirement or eligibility criterion can potentially render your application in-eligible. Greatest care is therefore needed at the outset to ensure the full compliance of your organisation and your project with all the specifications and requirements associated with the call.
  • Not understanding or mis-understanding a question of the application form can result in failing to provide the required information for the funder. This can lead to a lower score in the appraisal of your application and therefore to reduced chances of success.

Helpful tips

  • Don't miss to attend any relevant information events organised by the funder. Even if you think that you know it all, there are often opportunities to gain more knowledge and insight about what the funder is looking for.
  • Read in detail the application guides made available by the funder.
  • If the funder accepts direct contact and queries, don't hesitate to take advantage of this. Receive clarification on any aspects of the application writing process that you do not fully understand. However, be mindful that you do not disclose too much of your unique project ideas when funders share questions among all other applicants. This sometimes happens, clarify this beforehand in your conversation with the funder.
  • Consult with experienced and senior colleagues and gain their inputs. If there is conflicting advice given to you, contact the funder for clarification if possible.