If you are looking for how to apply to Erasmus, this walkthrough explains the full Key Action 1 application journey in simple steps, from the first eligibility check to the final submission to your National Agency.
You will learn what Key Action 1 is, what to prepare before you open the form, how evaluators look at needs, objectives, activities and impact, and how to avoid errors that get proposals rejected on eligibility or scored down on quality.
This guide is written for organisations preparing erasmus+ projects across education, training, youth and sport, within the 2021 to 2027 programme period of the
A step-by-step overview of the journey
- Confirm the right action and agency for your sector.
- Verify eligibility rules and your actual deadline.
- Register your organisation and obtain your Organisation ID (OID).
- Build your evidence, needs analysis, and objectives.
- Design mobility activities, support, and follow-up.
- Check budget logic, annexes, and form consistency.
- Submit through the official online form and keep proof of submission.
Understand the Key Action path before you start writing
What Key Action supports and what success looks like
Key Action 1, titled “Learning Mobility of Individuals”, supports mobility activities that are expected to bring positive and long-lasting effects on participants and participating organisations.
Each year, the rules that matter most for applicants are published in the, which is the main reference for requirements, priorities, budgets and deadlines under the 2026 call.
Choose the right project type for your organisation
Before drafting, identify the action code and project type that matches your sector. In many education fields, you will usually choose between short-term mobility projects and accredited mobility projects, with different forms and expectations.
If you are unsure, open the relevant action page in the Programme Guide web version and confirm who can apply, where you apply, which mobility activity types are eligible, and which grant categories are used in the form.
Confirm eligibility and map your real deadline
Where you apply and how submission works
For decentralised actions, the application must be submitted to the appropriate agency via the official online form. Applications sent by email, post, fax, or courier are not accepted.
If you apply as a consortium, the coordinator submits a single application on behalf of the members.
Typical timing for the 2026 call
Many mobility actions have a Round 1 deadline on 19 February 2026 at 12:00 (midday time), and some National Agencies may open an optional second round later in the year.
Always verify your deadline on your National Agency website for your specific action and sector, because national rounds and guidance can vary.
Use Part C as your eligibility and finance checklist
The Programme Guide’s Part C lays out a sequence most applicants can use as a checklist: registration, checking compliance with programme criteria, checking financial conditions, and then completing and submitting the application form.
If you treat these steps as gates, you reduce the risk of disqualification and you make the quality sections easier to write, because you are aligning to what the programme actually asks for.
Register your organisation and build an application pack
Set up access, obtain your Organisation ID, and keep data clean
To apply, your organisation must create an account in and register to obtain an Organisation ID (OID). Registration and application management are handled through Erasmus+, which lets you register organisations, retrieve OIDs, and access application forms and user guides.
When you enter your OID in an application form, the system pulls your organisation details from the registration data, so update your legal name, address and contacts early and do not leave it until the final day.
What to gather before you draft
Most first-time applicants write faster and more clearly when they assemble core materials in one shared folder before they open the form. Prepare:
- a short organisational profile and capacity statement
- evidence for needs and baseline problems you want to address
- a realistic mobility plan: who, what, where, when, how long
- an inclusion and support plan, including learning outcomes and recognition
- a plan for using results after the mobility and sharing them with relevant stakeholders
Write the needs analysis and objectives like an evaluator
Start with needs, not activities
Reviewers expect a clear rationale that shows why the project is needed and how the needs were identified, and they assess relevance against the objectives and priorities of the programme.
A strong needs analysis usually answers five practical questions:
- What is the current situation and what is not working well enough?
- Who is affected and how do you know?
- What competences, practices, or systems must improve?
- Why is mobility a suitable solution, compared with local training alone?
- What will be different, and how will you measure that change?
This is where good erasmus project writing begins. Every need should lead to a change you can realistically deliver within the project timeline.
Turn needs into objectives, outcomes, and a coherent story
Write a small set of objectives that are specific and testable, then show how each objective will be achieved through mobility activities and what evidence will prove success.
Experts assess the clarity and quality of the project design and implementation across preparation, implementation and follow-up, including participant selection, support and recognition of learning outcomes.
In practice, erasmus writing is clearer when you use the same logic in every section:
needs → objectives → activities → learning outcomes → follow-up and impact.
To keep your narrative tight, add one sentence under each objective that specifies the new practice you will implement at home, who will adopt it, and how you will support adoption through internal training or updated procedures.
Use programme priorities to strengthen relevance
The programme has four horizontal priorities for 2021 to 2027: inclusion and diversity, environment and fight against climate change, digital transformation, and participation in democratic life.
Instead of a generic “priorities” paragraph, show priorities through decisions like accessible participant selection, extra support for fewer opportunities, greener travel choices when feasible, and digital tools for preparation and follow-up.
Build activities that match quality standards
Select activity types that directly serve your objectives
Mobility should be designed as a learning process with planning, preparation, implementation and follow-up, not as disconnected trips, and quality standards exist to support good learning experiences and outcomes.
Staff mobility in many education contexts often include structured courses and training, job shadowing, and teaching or training assignments. If you plan erasmus ka1 courses, make the link explicit: course content, participant role, and the organisational change you will implement after the return.
Plan participant support and recognition in detail
Quality standards emphasise transparent selection, practical arrangements, preparation, support during the activity, and recognition of learning outcomes.
In your activity plan, state clearly how participants are selected, what preparation happens before departure, how learning outcomes will be documented and recognised, and what follow-up actions will embed improvements inside your organisation.
Budget, annexes, and final submission checks
Understand the grant categories you will see in the form
Application forms typically break the budget into categories such as organisational support, travel, individual support, course fees, inclusion support and exceptional costs, depending on the action.
If you include erasmus ka1 courses, justify course fees with a clear calculation and keep participant numbers and eligible course days consistent with the activity design.
Also check rules for green travel and inclusion-related support, which are programme mechanisms that can affect both your design and your budget choices.
Prepare annexes and declarations early
Some forms include annex areas such as a Declaration on Honour and sections on programme values and conditions, so schedule time to complete and upload any required documents.
In some cases, National Agencies may request a financial guarantee or apply specific eligibility rules for costs, so read the “eligible costs and rules” section for your exact action before finalising the budget.
Pre-submission checks and common mistakes
Before you click submit, re-check Part C guidance: correct action and form, correct applicant and agency, complete fields, and submission via the official online route.
Then re-read your proposal as an evaluator would. Experts assess relevance to objectives and priorities, the quality of the mobility design, and how credible your follow-up and impact planning is.
This is the second pass of erasmus project writing: remove generic statements, add evidence where you claim need, and make sure every activity creates learning outcomes that connect to objectives.
Many first-time erasmus+ projects lose points because the proposal is unclear or inconsistent with programme expectations and quality standards.
Avoid these frequent issues:
- objectives are vague or not measurable
- activities are listed but preparation, support and follow-up are too thin
- participant numbers, durations and budget totals contradict each other
- inclusion is mentioned but not operationalised in selection and support
- erasmus ka1 courses are planned, but the link to organisational change is not explained
What happens after you submit
After submission, the competent agency evaluates applications and communicates results. If funded, you will sign a grant agreement and later report on implementation and results according to programme rules.
Conclusion
A strong mobility proposal is built backwards from needs and intended change, then expressed through realistic activities, clear learning outcomes, and credible follow-up.
If you came here searching for how to apply to Erasmus, focus on three actions: verify your route and deadline, register early to secure your OID, and make your narrative coherent from needs to impact.
Finally, treat editing as part of the work. Your Erasmus writing is strongest when every paragraph helps the evaluator see relevance, quality, and impact without hunting for missing details. Many applicants strengthen this process by learning from experienced mobility providers such as Alfa Edu, whose practical understanding of Erasmus projects helps bridge the gap between proposal logic and real, implementable activities.
