Module 4a Contract and reporting: Report drafting



You will be able to identify obligations and rights associated with signing a EuropeAid grant contract and you will be familiar with the contents and constituent parts of a standard grant contract. You will be able to make correct use of standard templates for narrative reporting, know how to write informative interim and final reports on your own and learn how they relate to payment requests and the final payment of the balance. You will understand the importance of actively using the budget as planning and monitoring tool during project implementation.



You will be introduced step by step to the different sections and elements of a EuropeAid contract. The rules and regulations stipulated in the contract will be presented in detail and substantiated by practical examples. You will be given the opportunity to explore the documents and annexes online. Sufficient space will be provided for in depth discussions of singular contractual obligations and clarifications of questions. During the second phase of this session you will receive a detailed presentation of the reporting templates and practical tips on how to present the different topics and address the template's questions. In small working groups you will practice your own report writing. Analysing examples of good and bad practice, you will finally be able to identify the core elements of a comprehensive narrative report.


  • Elements of the contract, significance of the different contract versions and introduction to the General Conditions
  • Pre-financing payment and final amount of the grant, reporting obligations
  • Procurement procedures and visibility of EU funding
  • Amendments of the contract
  • Structure of the EU budget - where to find relevant costs within the EU budget format
  • Structure of the reporting templates: description and assessment of project activities, performance assessment; partners and cooperation; visibility; data protection (agreement for publishing data)
  • Sources of information: proposal (operation plan); partner reports (guiding questions for partners)
  • Description of activities: transparency in dealing with changes during implementation
  • How to measure success: how to make use of the Logframe indicators
  • Tips for project management: kick-off workshop, review-workshops; monitoring systems; evaluation



Elke Rusteberg