In the “KA2 Projects Needs: What We Need From Partners” post, we outline the information required from partners to successfully prepare and submit a strong project proposal. Collecting this data promptly is essential for the quality and feasibility of the application.
Based on our long-standing experience in project writing and coordination, we have learned that delays at the proposal stage often lead to significant challenges during implementation. For this reason, we have introduced clear deadlines. These are not meant to exclude partners, but rather to ensure a smooth, realistic, and efficient collaboration process for everyone involved.
The requested materials—such as the PIF, CVs of key staff, descriptions of associated partners, and letters of intent—are fundamental elements of a competitive proposal. Without them, important evaluation points may be overlooked, which can directly impact the project’s chances of being funded.
As a project-writing organisation, we frequently invest substantial time and effort while waiting for partners to share these inputs. When partners actively support the process at this early stage, it demonstrates commitment and reliability, and it often becomes the foundation for a strong and long-term partnership.
Unfortunately, there have been cases where projects could not be submitted despite extensive preparation, solely due to missing or late partner contributions. To avoid such situations and to respect the time and effort of all parties, we kindly but firmly adhere to the established deadlines.
We truly value motivated and responsive partners, and we believe that timely cooperation at the proposal stage is a strong indicator of successful collaboration during project implementation.
You can find more like this post here. Check our sister organisation’s web page, here
KA2 Project Needs: PIF
When applying for a project, we kindly ask partners to prepare their Partner Information Form (PIF) in alignment with the project’s concept note. It is especially important to tailor the content—particularly the activities section—to the relevant project type (YOU, VET, SCH, HED, ADU), ensuring a strong focus on the project theme.
For instance, in a VET project, highlighting your previous experience in VET-related initiatives significantly strengthens the proposal. Where space allows, you are welcome to mention a broader range of activities; however, please note that in the application form, each section (such as Brief Description of Your Organisation and Activities) is limited to 4,000 characters.
For this reason, we recommend prioritising the most relevant experiences and projects that best demonstrate your organisation’s suitability and added value for the specific project type. This focused approach helps present your organisation clearly and effectively within the available space.
CVs of the Key Staff
For the key staff members listed in your Partner Information Form (PIF), we kindly ask you to provide their CVs combined into a single PDF file. This helps us manage documents efficiently during the proposal preparation process.
Please name the file using your organisation’s name followed by “KeyStaffCVs”.
For example, the file name for L4Y would be: “L4YKeyStaffCVs”.
Thank you for your cooperation and attention to this detail, which greatly supports a smooth and well-organised application process.
KA2 Project Needs: Letter of Intent (LOI)
Another essential document that has a significant impact on project evaluation is the Letter of Intent from associated partners. Based on experience, we have observed that missing these documents can lead to a loss of valuable points during the assessment process.
The European Commission places strong emphasis on demonstrating that the project can be effectively implemented through a relevant and active network. Therefore, associated partners should be aligned with the project type, for example:
- VET projects: VET schools and relevant VET stakeholders
- Youth projects: youth organisations, youth-related public bodies, or schools
- School (SCH) projects: schools, school directorates, and local or regional stakeholders related to education
For this reason, we kindly ask partners to provide a signed and stamped Letter of Intent, prepared on the official letterhead of each associated partner organisation. These letters play an important role in strengthening the credibility and feasibility of the proposal.
We greatly appreciate your support in securing these documents, as they contribute directly to the quality and competitiveness of the project application.
Better if you add FormID too when asking LOI from associated partners
KA2 Project Needs: Structure of the LOI
The Letter of Intent should be prepared by the associated partner organisation for which the letter is requested and must be written on their official letterhead.
We kindly ask that the letter include the following elements:
- A clear reference to your organisation at the beginning of the letter (e.g., “To: [Name of Your Organisation]”).
- A brief description of the associated partner organisation.
- A statement confirming their intention to participate as an associated partner in the project, including:
- the project type (e.g. KA220-VET, KA220-YOU, KA220-SCH, KA220-HED, KA220-ADU), and
- the project acronym (which will be shared with you).
- The name of the legal representative of the associated partner organisation.
- City and date.
- Signature and official stamp, where applicable.
Including the following elements will help ensure that the Letter of Intent meets formal requirements and clearly reflects the associated partner’s commitment to the project. We sincerely appreciate your cooperation and support in this process.
Here is an Example;
Letter of Intent For the Project “[Project Name – Application – Form ID]”
Dear [Your Organisation Name]
[The organisation who give you letter of intend describe themself here]
With this letter, we express our intention to participate as an Associated Partner in your project. We are willing to contribute to project activities in line with its educational profile, including dissemination, pilot implementations, testing of outputs in a VET context, and engagement with students and teachers where appropriate.
We consider this cooperation an important opportunity to strengthen innovation in our sector, foster international collaboration, and support the objectives of the Erasmus+ Programme. We look forward to a constructive partnership with your organisation within the framework of this project.
Sincerely,
[Name of the Organisation]
[Name of the Legal Representative]
[Place/Date]
[Sign/Stamp]
How to Transfer LOIs
Collect at least one LOI from associated partners; two or three is better. If more than one, merge them into one PDF. Name it with your “organisation name” + “-LOI” + “-Project Acronym”. For example, for L4Y, for the CyberSecurity (CS) project, “L4Y-LOI-CS”
Word Document to Collect Other Information,
You can download this document from here
We still need more information about your organisation to answer the application form questions. Which are;
KA2 Project Needs: Project Type
Please answer the questions according to the project Type (KA220-YOU, KA220-VET, KA220-SCH, KA220-HED, KA220-ADU)
KA2 Project Needs: Organisation Name
Write your organisation’s name
Does this project proposal represent a follow-up or evolution of a previous project or projects funded by Erasmus+?
(Only related ones for current project)
The system has changed, that’s why we need the information below to answer new questions. If you have an Erasmus+ granted by those funds and follow-up for the current project, please give the information below;
1-Erasmus+ Project ID (reference number),
2-Aim, Objectives, and Results of the Project
Otherwise, pass this question
Is the project proposal the follow-up or the evolution of a previous project or projects funded under other funding instruments/programmes at the EU, national, regional, or international level?
(Only related ones for current project)
Here are the funds mentioned in the form
(Citizens, Equality, Rights, and Values
Creative Europe
Digital Europe
EEA and Norway Grants
European Social Fund Plus
European Solidarity Corps
Horizon Europe
Interreg
Life
Nordplus
Recovery and Resilience Facility
Visegrad fund
other (please specify)
The system has changed, that’s why we need the information below to answer new questions. If you have one of the above projects granted by those funds and follow-up for the current project, please give the information below;
1-Other Fundings Project ID (reference number),
2-Name of the other funding (listed above)
3-Aim, Objectives, and Results of the project
Otherwise, pass this question
Associated Partners Description
Associated Partners (please provide brief information about your associated partners relevant to the project type for the VET project. VET schools are suitable options.) For the Youth Project, Youth organizations are good. Two associated partners are the best.
We need organisation names (not generic descriptions)
1-Name of the organisation
2-Description of the organisation
Target Group
Who is your organisation’s target group? (Age Range, profile of your target group, especially fewer opportunities become very essential in 2026)
That’s all
Conclusion
We would like to sincerely thank all our partners for the time, effort, and cooperation they invested during the proposal preparation phase. Each of the documents and inputs outlined above plays a vital role. To ensure that the project application is complete, coherent, and competitive in line with Erasmus+ expectations.
By providing the requested information accurately and within the indicated timelines, partners not only support the technical quality of the proposal but also demonstrate commitment, reliability, and readiness for effective collaboration. This early cooperation is essential for building a solid foundation for successful project implementation and long-term partnership.
We truly value organisations that engage proactively and share a common understanding of quality, responsibility, and mutual respect. Your timely contributions enable us to focus on developing strong project content. Maximising evaluation scores and increasing the likelihood of funding success for all partners involved.
Thank you once again for your cooperation and trust. We look forward to working together on impactful and sustainable projects.
