Concept note template

When I start working on a proposal, I start from a concept note. Over the years, I’ve settled on the template that I will show here. The overview table is a tip I got from our office of external funding.

Here’s what my concept note template looks like:

Title and catchy acronym

Concept note – Call number / opening and closing dates

link to the call

Authors of concept note

Version of concept note and dates of versions for tracking

Programme	See call
Subprogramme	See call
Objectives of the programme	From the call text
Category of project	From the call
Main Topic	From the call
Title/Acronym	Title and a catchy acronym
Wider Objective	What do we want to achieve with the project?
Specific Objectives	Depending on the length of project: about 3 specific objectives, in SMART format, with their KPIs.
Consortium profile	From the call text, and then more specific
Target groups	Who will we serve with our research?
Main activities of the project	Map activities to the specific objectives.

1.    Introduction

Why is this research relevant? And how does the proposed project align with the call objectives?

2.    Background

A review of the literature, a needs analysis, etc.

3.    Objectives and expected results

General objective:

(as given above)

Specific objectives (in SMART format):

ACRONYM will achieve this general aim through the following specific objectives:

• the specific objectives, in SMART format, and the associated KPIs

Expected results:

What will you generate in terms of papers, documents, etc?

4.    Methodology and implementation plan

Identify the 4-5 main core aspects of the methodology. Outline the implementation plan with the Work Packages.

5.    Impact

I usually draft this with a table.

Table 1. Overview of impacts

Target groups	KPI	Quantified targets / magnitude	Scale	Expected outcome
Short-term impacts (during project)
Medium-term impacts (directly after project)
Long-term impacts (> 5 years after project)

6.    Consortium composition

More in detail than in the summary table: what are the different categories the call is looking for, which partners will join or which types of partners are we looking for, and what are their strengths and specialization.

7.    Budget and resources

The total maximum grant for XX is YY euro. The ZZ program gives a contribution of maximum A% of the total costs, so that the total budget of the project is maximum BB  euro.

The budget will cover the following expenses: (list of the expenses covered and how you will use them in the project)

Indirect costs are marked at a C% of the Direct Costs.

8.    Conclusion

Conclusion of the proposed project.

This concept note aims to serve as a starting document to be refined and expanded upon once the consortium is consolidated, and by combining the input of all consortium partners.

References

a list of relevant references.