The application process, step by step

Every programme sets its own subset of these steps. A document described here as common is not required everywhere, and some programmes ask for things not listed. The programme's official instructions always win.

Phase 1: Decide where to apply

1. Self-assessment

Write down, in one page: your degree and expected graduation date, your credit totals by subject, your grade on your institution's scale, your English test status, your work and research experience, your funding situation and the countries you can realistically live in. This page becomes the reference you check every programme against.

2. Identify eligible programmes

Use the catalogue filters (field, country, university, scholarship, deadline, duration) and the programme finder at the top of the home page. For each candidate, open the official admissions page and read the eligibility section in full. Do not rely on summaries, including ours.

3. Create a shortlist

Aim for a list you can do well, not a long list done badly. Many applicants manage four to eight well-prepared applications. Spread deadlines across the season, and include programmes whose scholarship status is confirmed if you need funding.

4. Read the official eligibility requirements

For each programme, write in its notes in My programmes: required degree and disciplines; credit minimums; minimum grade; language rules; graduation cut-off; work experience; nationality, residence or previous-scholarship rules; and anything unusual (GRE, portfolio, interview). If something is unclear, email the programme now, not in the last week. See questions to ask a coordinator.

5. Check scholarship status

Confirm, for your intake: whether Erasmus Mundus scholarships are offered, how many, the scholarship deadline, what they cover, and any extra forms or documents for scholarship applicants. Note if the programme also offers fee waivers or partial grants.

Phase 2: Prepare documents

6. Prepare academic transcripts

Request official transcripts early; some registries take weeks. Check whether the programme wants all years, a specific format, English translations, certification, or a grade conversion. See the transcript guide.

7. Obtain your degree certificate or proof of expected graduation

If you have graduated, prepare the diploma and any certified copies. If not, ask your university for an official letter stating your enrolment, expected graduation date and, if possible, your current average. Check each programme's graduation cut-off. See degree certificate and expected graduation.

8. Prepare language test results

Book the test early enough to retake it once. Check the accepted tests, minimum overall and band scores, validity window, and whether results must be sent directly by the test provider. See the English certificate guide.

9. Draft the CV

Use the format the programme asks for (Europass is common; some impose a page limit, such as two pages for EMAI, AquaH and LASCALA, five for HYGIEIA). Lead with education and the experience most relevant to the programme. See the CV guide.

10. Write the motivation letter or statement of purpose

Write a core draft, then tailor it for each programme's curriculum, tracks and selection criteria. Respect word limits strictly (EMAI warns that over-length CVs or motivation letters lead to automatic rejection). See the motivation letter guide.

11. Request recommendation letters

Ask referees at least six weeks before the deadline. Give them your CV, a summary of each programme and the submission method. Some programmes require letters signed on letterhead (EU4M ignores unsigned letters; JMPMB wants letters dated within six months); others ask referees to upload directly (DENSYS, CYBERSURE). See the recommendation letter guide.

12. Prepare a passport or identity document

Check validity: you may need a passport valid for the full programme to obtain visas, and some programmes ask dual nationals to upload both documents (SPACEMED). Renewal can take months, so check now.

13. Obtain translations and certifications where required

If your documents are not in English (or another accepted language), you may need certified or sworn translations. Some programmes require legalisation or apostille, often only after admission (IMSOGLO and AquaH ask for legalised copies after academic review; JMPMB asks for an apostille or legalisation on the degree). See translations and legalisation and apostille.

14. Prepare portfolios, proposals, writing samples or tests

Creative and research programmes may ask for a portfolio (RE:ANIMA), a project proposal, a writing assignment (FilmMemory), a video (EMAI, IPCV in round two), a competence test (SSI2) or a GRE (GrEnFIn in 2026-27). These take the longest to do well. Start them first.

Phase 3: Apply

15. Complete the online application

Create your account early: some portals limit how long an application can stay open (IMSISS, EDUMaH and CLMCE give you 42 days once you start). Fill in every field consistently with your documents (names, dates, grade averages).

16. Upload and verify all files

Use clear file names (Surname_Programme_Transcript.pdf). Merge files when the programme asks for a single PDF (HYGIEIA, MIR). After upload, download each file back from the portal and open it to check it is complete and legible.

17. Submit before the deadline

Note the deadline's time zone (12:00 GMT for DEAI grants, 13:00 CET for Europubhealth+, 13:00 UK time for IMSISS). Submit at least two days early. Portals slow down on deadline day, and some programmes state that nothing can be added after the deadline (RESCO, MERGED).

18. Save confirmation receipts

Save the confirmation e-mail and a PDF of the submitted application, plus screenshots of the requirements page on submission day. Move the programme to Submitted in My programmes and note the submission date.

Phase 4: After submission

19. Track interviews and follow-up requests

Many programmes interview shortlisted candidates (Europubhealth+ scheduled interviews for 18 February 2027; EPOG in March 2027; IMATEC uses interviews in its ranking). Check your e-mail, including spam, every few days. Reply to document requests promptly.

20. Understand admission and scholarship decisions

Possible outcomes: admitted with scholarship; admitted on a scholarship reserve list; admitted self-funded; waitlisted; not admitted. Results often arrive in March to May. Some programmes publish provisional results subject to EACEA validation (REMPLUS2). If you are on a reserve list, scholarships may be released later when others decline. Read the after you apply chapter.

21. Prepare for enrolment and mobility

Accept within the deadline, sign the student agreement, pay any deposit only after reading the conditions (IMSISS advises scholarship applicants to wait for April results first), apply for visas and residence permits, arrange insurance if not covered, and send certified or legalised documents if requested (CYBERSURE requires certified hard copies by 15 August 2027 for selected applicants).

22. Organise unsuccessful applications and future cycles

Record what you submitted and any feedback. Programmes that were not funded this year may be funded later, and new programmes are selected every year. Keep your documents current and start the next cycle early.

Common mistakes across the process

• Using last year's dates from a blog instead of the programme's current page.
• Missing the scholarship round and applying in the self-funded round by accident.
• Uploading an unofficial transcript where an official one is required.
• Referees submitting late because they were asked late.
• Assuming one programme's document list applies to another.

Checklist

• ☐ Self-assessment page written and saved.
• ☐ Programmes saved in My programmes, with deadlines and scholarship status checked on the official pages.
• ☐ Every document requested or drafted at least six weeks before the first deadline.
• ☐ Referees briefed with CV, programme summaries and deadlines.
• ☐ Each upload downloaded and checked after uploading.
• ☐ Submitted at least two days early; confirmation saved.