What are the most common formal errors when submitting public funding applications?
Formal errors are one of the most frequent reasons for the rejection of public funding applications during the formal assessment phase, often regardless of the project's substantive value. In practice, this means that even a well-planned and justified project can be excluded from further evaluation if it does not meet the basic formal requirements outlined in the competition documentation.
One of the most common mistakes is incomplete or non-compliant documentation. This includes missing attachments, attachments submitted in incorrect versions or formats, or without the required signatures. A frequent problem is also the use of outdated document templates or the omission of mandatory declarations, which, despite their seemingly administrative nature, are crucial from the formal evaluation perspective.
Another group of errors relates to inconsistencies in the applicant's formal data. This includes discrepancies between the information provided in the application and the registry data, errors in the name of the entity, identification numbers, legal status, or the indication of persons authorized to represent the entity. Such inconsistencies can raise doubts about the credibility of the applicant and lead to the rejection of the application during the formal assessment phase.
A common issue is also the failure to align the project with the eligibility criteria of the competition. Applicants sometimes submit projects that do not fit the thematic scope of the program, do not meet the requirements regarding the type of beneficiary, project readiness level, or implementation period. The lack of a precise reference to the competition rules and formal criteria increases the risk of a negative assessment even before the substantive evaluation.
Significant formal errors also involve the project’s budget. These include incorrect assignment of costs to categories, inconsistencies between the project description and budget, calculation errors, as well as the inclusion of ineligible costs or exceeding allowable limits. In many competitions, even small budget discrepancies can result in the rejection of the application without the possibility of correction.
Procedural errors, such as submitting the application after the deadline, incorrect submission method (e.g., missing the required electronic or paper version), or failure to comply with electronic signature requirements, should not be overlooked either. In practice, these are technical errors that have clear formal consequences and are not subject to discretionary evaluation.
A common cause of problems is also the lack of consistency between the various parts of the application. Discrepancies between the project description, schedule, budget, and attachments can be considered a formal error, especially if they hinder the clear evaluation of the project or raise doubts about its feasibility.
In conclusion, the most frequent formal errors when submitting public funding applications stem from insufficient analysis of the competition documentation, haste, and the lack of a systematic check for completeness and consistency of the application. A practical way to avoid these errors is to use formal checklists, have the application reviewed by individuals independent of the author, and prepare the documentation well in advance. Attention to formal aspects is a necessary condition for the project to be evaluated substantively and realistically apply for funding.
If you are preparing to submit an application and want to learn how to efficiently plan the research that is the subject of your application, schedule a meeting with our consultants.
