Grant Application Translation: EU Horizon, EIC, Startup, Fulbright

Nadia is a materials scientist from Kyiv - 5 years post-PhD, a strong publication record, a Host Institution at the University of Copenhagen lined up. She opens the ERC Starting Grant portal, sees “supporting documents”, and immediately books a notarized translation of her diploma, PhD thesis, and 26-page diploma supplement through a local certified bureau. Total: €1,300 and three weeks of waiting. When the translations arrive, she discovers there’s no upload field for any of them in the EU Funding & Tenders Portal. The ERC application itself is submitted entirely in English, and official document translations at the proposal stage simply aren’t required. Nadia spent €1,300 and three weeks of stress on nothing.

This is the single most common and most expensive mistake people make when preparing grant applications. The thing most people learn too late: the translation requirements for submitting your application and for after you’ve won are completely different. For most major EU grants, official document translations are only needed once you’ve already been selected.

This guide breaks it down by program - ERC, MSCA, EIC Accelerator, Fulbright, DAAD. What to translate, what type of translation you need, what it costs, and when to order.

Two phases: application and post-award¶

This is the most important distinction, and you need to understand it before visiting any translation bureau website.

Phase 1 - submitting the application (pre-award)

You fill in online forms, upload your project description, CV, and support letters from the Host Institution. For most major EU grants (Horizon, ERC, MSCA, EIC) - the entire application is submitted in English through the EU Funding & Tenders Portal. Official translations of your diploma or passport at this stage are usually not required at all.

Phase 2 - post-award (after you win)

This is when the real paperwork starts. You sign the Grant Agreement, arrange your residence permit in the Host Institution’s country, register a company or go through KYC at the fund - and this is when official translations become necessary, with the specific type depending on the country and institution.

Let’s go program by program.

EU Horizon Europe: ERC grants¶

ERC (European Research Council) - these are frontier research grants under Horizon Europe, the EU’s largest research program with a €95.5 billion budget for 2021-2027. Four main types:

• ERC Starting Grant - up to €1.5M (2-7 years after PhD)
• ERC Consolidator Grant - up to €2M (7-12 years after PhD)
• ERC Advanced Grant - up to €2.5M for established researchers
• ERC Synergy Grant - up to €10M for groups of 2-4 Principal Investigators

What you need for the application:

The entire ERC application is submitted through the EU Funding & Tenders Portal in English. Part A is the administrative form (filled online), Part B is the scientific content (PDF up to 15 pages). No official document translations are required for the application itself. What you actually upload:

• CV (2 pages, per the ERC CV template) - you write this in English
• List of up to 10 key publications - entered manually
• Research project description Part B - you write this
• Host Institution support letter - from them, not a translation

One subtlety: if you need to confirm eligibility (how many years since your PhD defense) - ERC will ask for the defense date and institution name. No diploma scan and no translation required for this.

According to the official ERC rules for submission:

Copies of official documents may be submitted in any EU official language. Documents in any other language must be provided together with a certified translation into English or in any EU official language.

So if you attach a document (say, a diploma scan to confirm your degree level) in Ukrainian - which is not an official EU language - you’ll need a certified translation. But “certified” here does not mean “sworn” or “notarized”. A signed statement from any competent translator (“I certify that this is a true and accurate translation”) is sufficient. A sworn or notarized translation at the ERC application stage is overkill and no one will pay extra for it.

After winning ERC:

You sign the Grant Agreement electronically in the Portal. But to set up your residence in the Host Institution’s country - that’s where official translations kick in, with the type depending on country:

MSCA Postdoctoral Fellowships¶

Marie Skłodowska-Curie Postdoctoral Fellowships (MSCA PF) are 2-year fellowships for researchers after their PhD. Funding: base living allowance ~€7,000-7,900/month plus a €700 mobility allowance and €660 family allowance if applicable.

Mobility rule: you can’t have lived or worked in the Host Institution’s country for more than 12 of the past 36 months. Next deadline - September 2026.

What you need for the application:

The entire application - Part A (online form) and Part B (PDF up to 30 pages) - is in English through EU Portal. No official document translations required. What you upload:

• Part B (project description + implementation plan) - you write this
• European Researcher CV format - you fill this in
• Support letters from Supervisor and Host Institution - from them

The only scenario where translation comes in: if you include specific course titles from your diploma supplement in your CV to justify your background - an informal translation as part of the CV text is fine. No notary, no certified translation required.

After winning MSCA:

Same as ERC - residence setup in the Host Institution’s country, which requires official translations. One thing for Ukrainian researchers: if your degree is “Candidate of Sciences” (кандидат наук) rather than PhD - the Host Institution in Germany or Poland may ask for an equivalency confirmation. This isn’t a certified translation - it’s a separate document (equivalency statement or NARIC evaluation).

EIC Accelerator: startups and SMEs¶

EIC Accelerator is the EU’s grant program for innovative startups and small companies bringing breakthrough products to market. Maximum grant: €2.5M, plus up to €10M equity from the EIC Fund. Total 2026 budget: €634M.

Who can apply: an SME or startup registered in an EU member state or associated country (Ukraine has been associated since 2022), with a breakthrough technology at TRL 5-9.

Application process - three steps:

Step 1 (Short Application): pitch deck (10 pages), video pitch (3 minutes), short online text. All in English. No translations.

Step 2 (Full Application): detailed business plan + technical content (up to 50 pages) + financial projections. Also in English. No official document translations.

Step 3 (Interview): panel defense of 30-60 minutes - normally in English.

There is one point about supporting documents. According to the EIC Accelerator Guide for Applicants v6.0 (November 2025):

Applications must be submitted in English. Supporting documents originally in other languages must be accompanied by a translation.

This means: if you attach a supporting document - say, a patent or a licensing agreement not in English - you need a translation. But “translation” here doesn’t say “certified” or “sworn” - a quality translation with a translator’s signature is more than sufficient.

Where you definitely need an official translation at EIC:

If you go through KYC (Know Your Customer) at the EIC Fund for the equity component - they verify the actual beneficial owners of the company. For Ukrainian founders: certified translation of your passport (or notarized copy with translation), proof of address, sometimes corporate documents. This is not part of the grant application - it’s a separate legal process that comes after signing the Term Sheet.

If you’re registering a company in the EU specifically to apply to EIC (Estonia and Poland are popular options) - you’ll need translations of your Ukrainian personal documents for the registration authorities.

Fulbright and DAAD: research programs outside the EU¶

Fulbright Scholar Program¶

Fulbright is the US exchange program for academics and specialists. For Ukrainian researchers, the main options are the Fulbright Visiting Scholar Program and the Fulbright Specialist Program.

Applications go through the Embark Online portal, all in English. The deadline for Fulbright Ukraine is typically October 15 each year - check the current deadline at fulbright.org.ua.

Translation requirements:

No official translations needed for the application itself. If you want to include Ukrainian recommendation letters or publications - an informal translation is perfectly acceptable. Fulbright evaluates academic merit and potential, not the stamps on your translations.

After selection, Fulbright may require credential evaluation through a NACES-accredited provider (WES, ECFMG, etc.). This is not translation - it’s a separate service that confirms your degree’s equivalency, costing $50-200 depending on provider.

DAAD Research Grants¶

DAAD (Deutsche Akademische Austauschdienst) is one of the world’s largest academic exchange organizations. Deadlines for most programs fall in October-November, details at daad.de.

Translation requirements:

DAAD is one of the few programs where translations are required at the application stage already. Typical document package for a research grant:

• Degree certificate (Bachelor’s, Master’s, PhD) - notarized or certified translation
• Academic transcript - notarized or certified translation
• CV (Lebenslauf) - you fill this in, no translation needed
• Motivation letter - you write this
• Research proposal - you write this
• Recommendation letters (if not in English or German) - certified translation

DAAD accepts both Ukrainian notarized translations and certified translations with a translator’s signature. Notarized in Ukraine costs roughly 150-400 UAH per page plus 200-400 UAH for the notary. Certified online is cheaper and faster - but check with the specific DAAD program whether they accept certified (without notary) or insist on notarized.

Translation types: what each term actually means¶

This is where most of the confusion lives - and it costs real money. Three main types:

Certified translation The translator signs a “certification statement” confirming the translation is accurate and complete, and that they’re competent to translate from the source language. No notary, no oath. This is exactly what most EU grants mean when they say “certified translation”. Cost: 200-500 UAH/page in Ukraine, or €15-35/page online. Turnaround: 1-3 days.

Sworn translation The translator has taken an oath before a court in a specific country and is officially registered. Germany: beeidigte Übersetzung. France: traduction assermentée. Poland: tłumaczenie przysięgłe. Austria: beeidigte Übersetzung. More expensive (€30-80/page) and slower (5-14 business days). Required for: residence permits in EU countries, university registration in most EU countries, some notarial actions. Not required for grant applications in EU Portal.

Notarized translation (Ukrainian standard) Translator translates, notary certifies the translator’s signature. Standard form of “official translation” in Ukraine. Costs 150-400 UAH/page + 200-400 UAH notary fee. Suitable for DAAD and some other academic programs.

What exactly to translate: checklist by program¶

Real costs: what a translation package actually runs¶

For a DAAD application (notarized, Ukraine): - Bachelor’s/Master’s diploma (1 page) - ~200-400 UAH + notary - Diploma supplement (4-8 pages) - ~800-3,200 UAH + notary - Transcript (2-4 pages) - ~400-1,600 UAH + notary - Notarization per document - ~200-400 UAH - Total: roughly 3,000-8,000 UAH for a full package (~€70-190)

After winning ERC or MSCA (sworn translation in Germany for residence): - Diploma (1 page) - €40-80 - Diploma supplement (6 pages) - €240-480 - Birth certificate (1 page) - €40-80 - Total: roughly €320-640

For certified translations (where sworn isn’t required), online services are a solid option. ChatsControl is one: you upload a document scan, AI drafts the translation, a human translator verifies it and signs a certification statement. Ready in 2-4 hours, and the signed certification statement meets ERC, Fulbright, and EIC requirements. For sworn translations specifically - you’ll still need a locally registered sworn translator in the target country.

Common mistakes (and how to avoid them)¶

1. Ordering a sworn translation when certified is enough

When ERC or EIC says “certified translation” - they mean a translator’s signature with a statement of accuracy. Not a notary, not a court-registered sworn translator. Sworn translation costs 3-5x more and takes much longer - and it offers zero legal advantage for EU Portal submissions.

2. Translating documents at application stage when it’s not required

For ERC, MSCA, and collaborative Horizon projects - no official translations needed at all for the application. Read the specific program guidelines before ordering anything.

3. Forgetting the diploma supplement

The diploma certificate itself is 1 page. The diploma supplement is 4-12 pages. For most programs, it’s the supplement that matters - that’s where your courses, grades, and study format are listed. It’s the most commonly forgotten document.

4. Wrong translation of your degree title

“Candidate of Sciences” (кандидат наук) should be translated with an explanation: “Candidate of Sciences (equivalent to PhD)”. “Specialist’s degree” - “Specialist’s degree (equivalent to Master’s degree)”. Without these clarifications, evaluators may misread your qualification level.

5. Getting a translation without a certification statement

Some bureaus translate without the translator’s signature or the accuracy statement - and it turns out that’s not a “certified translation” as ERC understands it. Always ask when ordering: “Will the translation include a signed certification statement from the translator?”

As noted in the official Horizon Europe Ukraine FAQ:

For Horizon Europe proposals submitted through the EU Funding & Tenders Portal, documents must be in English or accompanied by an English translation. Documents from non-EU countries should include a certified translation, but there is no requirement for notarized or sworn translations at the proposal stage.

FAQ¶

Do I need an apostille on my diploma translation for an EU grant?¶

Not for the grant application in EU Portal. An apostille is needed when you submit original documents to government authorities in another country - for university registration or a residence permit. The EU Portal accepts scans and PDFs without apostille.

Can a Ukrainian company apply for EIC Accelerator?¶

Yes. Ukraine has been an associated country of Horizon Europe and EIC since 2022. The nuance: the company must be registered in an associated country. If you have a Ukrainian LLC, it can participate in consortia. For EIC Accelerator as the lead SME, many consultants recommend registering a legal entity in an EU country (Estonia and Poland are popular choices) where incorporation is fast and accessible.

What is credential evaluation and when do I need it?¶

Credential evaluation is a service where an independent organization (WES, ECFMG, NACES members) confirms that your degree is equivalent to a specific education level in the target country. It’s not the same as translation. Required for Fulbright and some US and Canadian university admissions. EU equivalent is NARIC. EU grants do not require credential evaluation.

Does EU Portal accept scans or do I need originals?¶

EU Funding & Tenders Portal is fully online. Scans and PDFs are completely acceptable at the application stage. Only if you reach Grant Agreement preparation or Legal Entity Validation might they ask for notarized copies of your organization’s founding documents.

How much does a full translation package cost for DAAD?¶

Roughly 3,000-8,000 UAH (€70-190) for a notarized translation of diploma and transcript in Ukraine. Certified online translation is cheaper - but verify whether the specific DAAD program accepts certified (without notary) or requires notarized. Programs vary.

Will German universities accept a notarized translation from Ukraine?¶

Usually yes - provided you have an apostille on the original document. But some universities specifically require a beeidigte Übersetzung - a translation from a court-registered translator in Germany. Check with the specific university before ordering.

Where do I find the official translation requirements for a specific grant?¶

• ERC: Information for Applicants
• MSCA: How to apply
• EIC Accelerator: Guide for Applicants
• Fulbright Ukraine: fulbright.org.ua
• DAAD: daad.de/en
• Horizon Europe Ukraine portal: horizon-europe.org.ua