You’ve spent weeks, maybe even months, working with your team and your consultant to prepare the perfect EU grant application. The executive summary is polished, your budget is justified, your KPIs are well-defined, and you’ve hit the “Submit” button with a mix of relief and anticipation. Now what?
At FundMatchMaker.eu, one of the most common questions we hear after the submission phase is: “How long does it take to hear back?” or “What happens now?”
This article walks you through the full post-submission journey of an EU grant application. Whether you’re applying to the EIC Accelerator, Horizon Europe, or LIFE Programme, understanding the timeline helps you stay informed, plan realistically, and prepare for the next steps.
Step 1: Immediate Confirmation (Day 0–1)
Once you submit your proposal via the EU Funding & Tenders Portal, you will receive an immediate confirmation email acknowledging receipt. This includes:
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Your proposal ID
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Submission timestamp
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Official confirmation that your file was received correctly
If you don’t receive this confirmation within 24 hours, double-check your submission and contact support.
Tip: Save this email and ID number — you’ll need it throughout the evaluation phase.
Step 2: Admissibility & Eligibility Check (Week 1–2)
The next step is a quick but crucial internal screening by the European Commission or its designated agency. During this phase, your proposal is checked for:
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Completeness
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Formal eligibility criteria (e.g. TRL levels, partner countries, word limits, page counts)
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Required documents and declarations
This is a binary stage: if your proposal is incomplete or non-compliant, it will not move forward. You won’t get scored — just disqualified.
Tip: This is why attention to detail in formatting, annexes, and templates is essential. Consultants can be extremely helpful here.
Step 3: Expert Evaluation (Month 1–2)
Assuming your proposal passes the admissibility check, it now enters the expert evaluation stage. Depending on the program, this involves:
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Independent experts (typically 3–5 per proposal)
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Evaluation based on set criteria: Excellence, Impact, and Implementation
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A scoring system from 0 to 5 per criterion (with thresholds for success)
This is not a discussion. Reviewers evaluate independently and then converge via consensus. They provide comments, numerical scores, and rankings.
What happens here?
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Evaluators look for clarity, coherence, feasibility, and alignment with EU priorities
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Reviewers may or may not have deep domain expertise, so accessibility matters
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Scoring is relative: even a “good” proposal can lose if others are stronger
Tip: Make sure your proposal speaks to both technical experts and policy-oriented reviewers. Avoid jargon, and make your impact obvious.
Step 4: Consensus Meeting & Ranking (End of Month 2 or 3)
After individual evaluations, a consensus phase follows. This is where:
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Evaluators discuss differing opinions
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A final score and ranking is agreed upon
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Comments are edited into a unified Evaluation Summary Report (ESR)
This ESR becomes your official feedback document. You will receive it whether you are selected or not. It provides valuable insights for resubmissions or appeals.
Tip: Even if rejected, take this feedback seriously. Many successful applicants win on their second or third try by addressing comments precisely.
Step 5: Notification of Outcome (Month 3–4)
This is the moment you’ve been waiting for.
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Selected: You receive an invitation to begin the grant agreement process.
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Reserve List: You might be selected later if other applicants decline or funding is freed.
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Rejected: You receive the ESR and are free to reapply in future calls.
Notifications typically come via email and the Funding & Tenders Portal. For EIC Accelerator, this can also include an invitation to pitch (if you’re shortlisted).
Tip: Don’t assume silence means rejection. Be patient and monitor your portal account regularly.
Step 6: Grant Agreement Preparation (GAP) Phase (Month 4–5)
If you’re selected, the real work begins. This phase is where you:
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Finalize the budget and timeline
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Submit legal and financial documentation
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Clarify work packages, deliverables, and milestones
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Sign the Grant Agreement
You’ll be in touch with a Project Officer who may request modifications, clarifications, or document updates. Negotiations are usually collaborative but time-sensitive.
Average duration: 4–8 weeks
Tip: This is where strong internal coordination matters. Ensure your financial team, project lead, and partners are aligned.
Step 7: Project Launch (Month 5–6+)
Once the Grant Agreement is signed, your project officially begins. You’ll receive a pre-financing payment (often up to 60%) and gain access to the reporting tools.
Initial steps include:
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Internal kick-off meetings
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External communication (especially for public-facing projects)
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First deliverables setup
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Consortium coordination (if applicable)
Your reporting obligations will be clearly defined: technical reports, financial statements, KPIs, and review meetings.
Tip: Use the early phase to over-communicate. Set up internal monitoring tools, assign tasks, and stay on top of deadlines.
Step 8: Mid-Term Review and Monitoring (Varies by Program)
Most EU-funded projects undergo at least one mid-term review. This is your chance to:
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Demonstrate progress
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Report on milestones
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Reconfirm your alignment with original objectives
Delays or underperformance can trigger amendments or funding reductions. However, these reviews are often supportive, not punitive.
Tip: Don’t view reviews as audits. See them as check-ins. Prepare seriously, but stay open to feedback.
Step 9: Final Review and Close-Out (End of Project)
At project completion, you submit your final technical and financial reports. This includes:
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Evidence of all deliverables
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Financial reconciliation
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KPI tracking and impact assessment
Only after final acceptance is your last payment (retention) released.
The EU may also conduct an ex-post audit within 5 years — so keep your records accessible.
Tip: Document everything. And store it safely for at least 5 years.
Final Thoughts: The Timeline Is Long — But Manageable
From submission to funding, the full timeline can range from 6 to 12 months, depending on the program. While this may seem long, the benefits — credibility, capital, and access to EU networks — are worth the wait.
By understanding the full journey, you can:
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Set realistic internal expectations
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Avoid panic or misinterpretation of silence
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Prepare for post-selection obligations
At FundMatchMaker.eu, we help you not only get matched with the right consultant but also stay informed throughout the entire process. Knowing what to expect is part of what makes you a stronger applicant.
Need help preparing for your next EU grant application?
