How to prepare a proposal

To apply for funding, you must fill in an application form on the Joint electronic Submission (Je-S) system and attach certain documentation. Projects made up of multiple proposals have additional guidance. Some Calls for proposals may have specific requirements, which will be described in the Call Document.

Attachment Format

The minimum font size should be 11, and margins should be at least 2cm in all directions. Only a standard 'Arial' or 'other San Serif' font styles should be used, and text should be justified left. These measures are designed to increase accessibility for those with visual impairment.

If attachments are uploaded as Word documents in Je-S, be aware that once the application has been submitted to EPSRC, all attachments are converted to Adobe Acrobat files (PDF). Also, as EPSRC do not support all Microsoft Office Word font types, unsupported fonts will be replaced possibly resulting in layout changes to the document; therefore, we recommend documents are converted to Adobe Acrobat files before uploading in Je-S.

Information in the public domain

If your application is funded, some information from your application will be published through Grants on the Web (GoW)Gateway to Research (GtR) and Visualising our Portfolio (VOP). Before writing your application, look at some grant records on these pages to see what information would be in the public domain. Unfunded applications will not have their information published.

Resubmissions

EPSRC does not accept uninvited resubmissions of applications to help reduce the pressure on everyone involved in our peer review process. For further information please see preparing new proposals in light of EPSRC’s policy on resubmissions.

Selecting reviewers

For further information please see Selecting reviewers page.

Contact us

EPSRC’s Portfolio Managers are happy to discuss applications before submission, particularly those with a complex management structure involving large consortia, or those crossing research theme.

EPSRC staff contacts are publicly available

Attachments:

  • Case for Support, totalling up to eight A4 sides, comprising up to two A4 sides for a track record, and six A4 sides describing proposed research and its context. This must be attached, as a single document, using the ‘Case for Support’ attachment type in Je-S.
  • Pathways to impact document - up to two A4 sides
  • Workplan - maximum one A4 side
  • Justification of Resources - up to two A4 sides
  • CVs, up to two A4 sides each, for named research staff (including Researcher Co-Investigators), or visiting researchers. CVs are not required for Principal or Co-Investigators on standard proposals.
  • Project partner letters of support - where applicable, for all named project partners and no page limit
  • Letters of Support - in exceptional circumstances a maximum of three letters with no page limit
  • Equipment Quotes - where applicable with no page limit
  • Equipment Business Case - is required for any items or combined assets with a value above the OJEU limit - maximum of two A4 sides.
  • Technical assessment for the use of a major facility - where applicable and no page limit
  • Host organisation statement - for First Grant Applications and no page limit
  • Cover Letter – optional attachment, no page limit, not seen by Peer Review

Case for Support

Case for Support, totalling up to eight A4 sides, comprising up to two A4 sides for a track record, and six A4 sides describing proposed research and its context. This must be attached, as a single document, using the ‘Case for Support’ attachment type in Je-S. What to include in the Case for support.

Pathways to Impact

In the Pathways to Impact attachment on Je-S, use a maximum of two A4 sides to describe potential beneficiaries and how your research may impact them and how your will facilitate this. Ideally, the Pathways to Impact attachment is specific to users and beneficiaries outside the academic research community, but may include academic impact where this forms part of the critical pathway towards economic and societal impact. Detailed guidance on Pathways to Impact is available.

WorkPlan

The work programme, maximum of one A4 side, should be illustrated with a simple diagrammatic work plan, such as a Programme Evaluation and Review Technique (PERT) or Gantt chart.

Justification of Resources

The Justification of Resources, taking up to two A4 sides, should explain the necessity of your requested resources to your research project, including implementing the Impact Plan. This helps reviewers make informed judgements about whether the resources requested are appropriate for the research proposed.

So nothing is missed, EPSRC recommend that you follow the 'Cost to the Proposal' headings used in the application form. For more information on what to do, see how to write a Justification of Resources.

Curricula vitae (CVs)

CVs, not exceeding two A4 sides each, should be submitted as a separate attachments using Attachment Type ‘CV’ in Je-S, and are only required for named research staff or visiting researchers. For visiting researchers, include details of previous visits or collaborations with overseas researchers. CVs are not required for the Principal or Co-Investigators.

Project partners letter of support

As part of the impact assessment, reviewers comment on whether a collaboration is appropriate; therefore, a good Project Partner Letter of Support shows that the collaboration is genuine, and explains why the project partner supports the project.

A Project Partner Letter of Support, from each project partner listed, must be included as an attachment. There is no page limit, but letters should be on headed paper, and be signed and dated within six months of the proposal submission date.

Letters should be project relevant, written by project partners when the proposal is being prepared, and dated within six months of the proposal submission date. Standard letters declaring general support for a project are often criticised by reviewers. For more information, see guidance on what makes a good project partner letter of support.

Letters of support

In exceptional circumstances, EPSRC accepts Letters of Support that do not meet the requirements for Project Partner Letters of Support. This occurs when an organisation cannot be listed as a project partner, for example when the host institution wants to detail a proposed contribution to the cost of the equipment. However, unless there are exceptional reasons why an organisation cannot meet the requirements to be a project partner, EPSRC will not accept Letters of Support.

There is no page limit for the Je-S attachment, but a maximum of three letters is permitted and letters should be on headed paper, and be signed and dated within six months of the proposal submission date.

Equipment quotes

Three quotations for any equipment costing more than £25,000 should accompany the proposal. For equipment in the range £25,000 to the current OJEU limit, quotations obtained verbally are acceptable and should be detailed in the proposal. Three written quotations are required for single items of equipment costing more than the current OJEU limit and must accompany the proposal. Quotes should include VAT, delivery charges and incorporate any standard academic discounts. Fewer quotes are acceptable if justification is provided in the Justification of Resources. For any items or combined assets with a value above the OJEU limit a two-page Equipment Business Case must also be included in the proposal documentation.

Where you believe that there are less than three potential suppliers for an item you should explain this in the Justification of Resources.

Technical assessments for facility use

If you plan to use a major facility in your research, such as those funded centrally by EPSRC or a European facility, contact the facility before applying to EPSRC to check if your proposed research is feasible, and obtain a Technical Assessment if Je-S marks it as required.

Host organisation statements

If you're applying through the New Investigator Award scheme, you should attach a statement from your host university, typically your head of department - describe the university’s commitment to your research career development, and confirm your appointment details and period of probation if relevant. There is no page limit, but the statement should be on headed paper, and be signed and dated within six months of the proposal submission date. For more information see Host Organisation Statement for New Investigator Award.

Proposal Cover Letter

Applicants can use the Proposal Cover Letter to express any other information they feel is relevant to their application. If the applicant is applying for a grant which has an interview assessment stage, they should inform EPSRC of any personal circumstances for EPSRC to consider.

This letter will only be seen by EPSRC and will not be sent to Peer Review. For sensitive information the applicant should state clearly whether the information is confidential.

For the New Investigator Award the Proposal Cover Letter should describe how your experience and career history fit with the person eligibility guidance.

The Proposal Cover Letter should also be used to highlight anything that has been discussed and agreed with EPSRC staff beforehand. For example:

  • Applicant is on maternity leave until a certain date;
  • Declaration of Interest;
  • Additional information about eligibility to apply that would not be appropriately shared in the track record;
  • Conflict of Interest for EPSRC to consider in reviewer or panel participant selection
  • The application is an invited resubmission.