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Reference documents

Useful documents:

UPDATE: please note that an estimated budget form signed by the legal representative of the applicant organisation should be saved on the CD-Rom. For more information please read the "Instructions for applicants", page 4.

Please read carefully the Programme guide (corrigendum), the instructions for applicants and the E-form user guide since they have been updated and contain important information related to the changes in the application requirements, in the budget calculation and in possible issues connected to the submission of the eform.

Deadline for applications

The e-Form must be submitted before Midday, 12:00 Brussels time on 06/02/2013. The application package must be sent at the latest on 06/02/2013.

For more information about the agenda of the procedure, please consult the Calendar 2008-2013.

Application procedure

The Executive Agency has developed an on-line submission tool.

All applications must be made via the submission of an electronic form and the submission of an application package.
Proposals that are not complete and valid by 06/02/2013 are not eligible.

Please read the instructions on how to apply with the electronic form (referred to as the "eForm" below).

You will find hereunder all relevant documents for Strand 1.2.2

Step 1 - Download the electronic form ("eForm")

pdf Download the eForm: Please download the relevant e-Form for Strand 1.2.2 (Literary Translations) of the Culture Programme.

You need to have the Adobe Reader version 8.1.5 or higher installed on your computer in order to able to download and complete the eForm. If you don't have it on your computer, please click here to download the latest version of Adobe Reader.

You will also find on this page all technical issues related to the eForm:

Step 2 - Fill in and submit the eForm

In order to fill in your electronic application (e-form) properly:

  • Please read carefully the Instructions for applicants: pdf en
    The document contains useful information on how to fill in the application form and the budget form.
  • please carefully read the Culture eForm User Guide for Strand 1.2.2: pdf en
    It contains useful technical information.

The following annexes will have to be attached to the eForm and submitted on-line at the same time:

  1. The signed Declaration on honour word enfrde (please sign, scan and attach the document to the eForm)
  2. Signed declaration concerning the works to be translated (please sign, scan and attach the document to the eForm): word enfrde
  3. The estimated budget form 1.2.2:
    - XLSX excel en
    - ODS Excel en

You can then submit your e-Form application on-line before 06/02/2013 midday, 12:00 Brussels time.

Step 3 –Send your application package to the Executive Agency (deadline: 06/02/2013, the postmark serves as proof).

The application package to be sent to the Executive Agency must include a CD-Rom or USB stick containing all requested documents. The documents that cannot be provided on CD-Rom or USB stick and the ones which are mentioned below must be sent on paper.

  1. Documents to be provided on paper
    1. An official cover letter signed by the legal representative of the applying organisation
    2. Commercially available hardcopies of the original works to be translated
    3. Checklist 1.2.2. Word fileen update 17/01/2013: this checklist will help you ensure that your whole application is  complete.
  2. Documents to be provided on CD-rom or USB Stick
    1. An estimated budget form signed by the legal representative of the applicant organization update 17/01/2013
    2. The Legal Entity Form
    3. The Financial Identification Form
    4. All the CVs of the translators (and when necessary a justification for the choice of non mother-tongue translators)
    5. Any additional material supporting the application: activity report covering the past two years of the applying Organization (there is no template for this document), Curriculum Vitae of the persons responsible for the implementation of the action, catalogues, etc.
    6. Any additional document justifying the early date of activity start (before 1/9/2013 but in no case before 06/02/2013) or the sending of book photocopies instead of commercially available hardcopies.

Please note that failure to include these documents in the application package makes your application ineligible (no exceptions will be granted).

You must send the application package by post at the latest on 06/02/2013 (the postmark serves as proof) to the Executive Agency, at the following address:

Education, Audiovisual & Culture Executive Agency
Culture Programme (2007–2013)
Programme Strand 1.2.2. Literary translation
Avenue du Bourget 1
(BOUR 04/67)
B – 1140 Brussels Belgium

Documents can be sent:

  • by post
  • by express courier service
  • delivered in person by applicants themselves, not later than 16:00 on 06/02/2013.

Important information regarding original and target languages

The list of languages and flat-rate codes has been established on the basis of the following definition:

"Eligible languages are the official languages of the countries taking part in the Programme plus Latin and ancient Greek. The official languages referred to in this case are the official languages as defined by the Constitution or by the basic law of the respective country." (Programme Guide, Section V.3.3)

List of eligible languages

  • Albanian SQ
  • Bosnian BS
  • Bulgarian BG
  • Czech CS
  • Danish DA
  • German DE
  • Greek (Modern and ancient) GR
  • English EN
  • Spanish ES
  • Estonian ET
  • Finnish FI
  • French FR
  • Irish GA
  • Hungarian HU
  • Icelandic IS
  • Italian IT
  • Lithuanian LT
  • Latvian LV
  • Maltese MT
  • Dutch NL
  • Norwegian NO
  • Polish PL
  • Portuguese PT
  • Romanian RO
  • Slovakian SK
  • Slovenian SL
  • Swedish SV
  • Turkish TR
  • Croatian HR
  • Montenegrin ME
  • Macedonian MK*
  • Serbian SR
  • Latin LA
* Provisional code which does not prejudge in any way the definitive nomenclature for this country, which will be agreed following the conclusion of negotiations currently taking place under the auspices of United Nations

Should you not find, in the drop-down menu, the official original or target language you are applying for, please apply the following procedure:

  • Make sure that this language is official as defined by the Constitution or by the basic law of the respective country;
  • Choose in the drop-down menu a language pertaining to the same Country, for which a flat-rate will be automatically chosen;
  • Explain this language choice in your cover letter.

 The Agency will process your application accordingly.

Please note that other languages than those mentioned above will be eligible if they comply with the above-mentioned definition. This will be assessed on a case-by-case basis during the eligibility check carried out for all applications.

Further assistance

Depending on the type of question or problem encountered – technical or non-technical – there are different services that should be contacted.

Technical problems (e.g. you are not able to download the eForm, the eForm crashes or freezes, you encounter problems during the submission, etc.)

Please first of all carefully read the eForm User Guide
Please also consult the list of 'Known issues'.

If after this you still have a question or have encountered a technical problem which could not be solved, please contact the EACEA Technical Helpdesk services that are available to assist you by phone or email.


These services are available from Monday to Thursday, from 08:30 to 17:30 and Fridays from 08:30 to 17:00 (Brussels time), except on 06/02/2013 on which day the EACEA Technical Helpdesk will close at 12:00 midday Brussels time (deadline for submission).

If you are experiencing a technical eForm problem in the approach to the midday deadline (12:00 Brussels time) on 06/02/2013, please ensure that you as an applying organization directly request assistance from the EACEA Technical Helpdesk before the midday deadline has passed. If the Helpdesk is contacted after the midday deadline, your application will under no circumstances be accepted due to the principle of equal treatment.

When contacting the EACEA Technical Helpdesk by e-mail, clearly describe the technical problem you are encountering. It is advisable to attach a document with print screens to illustrate the problem (e.g. a print screen of any error message encountered).

Non-technical questions (e.g.questions concerning the content of the eForm or the rules applicable to the Strand, etc.)

Please start by carefully reading the Programme Guide and the Instructions for applicants

If you still have questions after this, please contact the Cultural Contact Point for your country, which can provide valuable information and assistance.

As last resort, you can send an email to the Executive Agency, at the following address: EACEA-P5-LITERARYTRANSLATION@ec.europa.eu

Please note however that the Executive Agency is not authorised to answer queries related to the content of your application.

Please do not contact any other Commission services or individual people you might have been in contact with before.

Information concerning Acknowledgements of receipt

Please note that acknowledgements of receipt will be sent immediately to applicants. If you do not receive your acknowledgement please send an e-mail to the functional mailbox eacea-p5-literarytranslation@ec.europa.eu

Last update: 17/10/2017  Print | Top of page