When to start writing your Horizon Europe proposal (and why you can’t afford to wait)

When to start writing your Horizon Europe proposal (and why you can’t afford to wait)

Have you ever felt like a Horizon Europe deadline was still far away… until suddenly, it wasn’t?

If you are like most researchers, you have probably experienced this before: one day, you look at the calendar and think you have plenty of time to prepare your proposal, and the next, you are rushing to write, trying to piece together ideas, partners, and documents without losing your mind.

But here is the uncomfortable truth: if you wait until the call is published or the last minute to start writing, you’re already making things harder for yourself—and falling behind.

Why starting early makes all the difference

Many researchers postpone writing because they underestimate how long it takes to craft a competitive proposal. With ongoing lab work, papers to publish, and administrative tasks, proposal writing often feels less urgent—until it suddenly becomes critical. As a result, they delay the process, thinking they will have enough time later, only to find themselves rushing at the last minute.

A practical roadmap: when to start and what to do

Here is a realistic approach to maximize your chances of success, broken down into key phases.

4/5 months before the deadline: lay the groundwork

  • Analyze the call in detail and identify the key elements your proposal must address.
  • Draft an initial concept: your objectives, the project rationale, and the value it will bring.
  • Start building the consortium: reach out to strategic partners and check their interest.

3 months before: structure your proposal

  • Work actively on the project objectives and how the project is expected to go beyond the state of the art.
  • Define your methodology and how activities will be distributed among partners.
  • Draft the Work Packages and the overall structure of the proposal.
  • Organize an initial alignment meeting with your partners.

2 months before: writing and refining

  • Refine WP activities, deliverables, and results to ensure coherence and avoid duplication.
  • Define impact pathways, dissemination strategies, and exploitation plans.
  • Conduct an internal review, if possible, to gather useful feedback.
  • Define a first budget allocation based on activity distribution.

Last month: final review and submission

  • Finalize the budget and administrative documentation.
  • Review the entire text for coherence, clarity, and alignment with evaluation criteria.
  • Ensure you have enough time for a final proofread before submission.

Starting early: the real advantage

I know what you might be thinking: "But I already have so much to do! I can't start writing this early!" I get it. But consider this: the researchers who secure funding aren’t the ones with the most free time, but the ones who know how to use it strategically.

Starting early allows you to mature your ideas, align with your partners, and refine your proposal iteratively. It also gives you time to address potential issues, such as duplication of efforts or misaligned objectives, which are often overlooked in rushed proposals.

And let’s not forget: projects written in a hurry are not only stressful to prepare but can also be a nightmare to manage if funded. Do you really want to take that risk?

If you need support structuring your writing process, I can help with practical strategies and targeted reviews to strengthen your proposal. Let’s discuss how to make your application more competitive!

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