In many public-sector organisations, access to European funding depends on more than a good idea. The quality of the project, its impact and its feasibility are decisive, but so is the way it is communicated in English. A badly worded section or an unclear presentation can cost points in the evaluation.
In this article we look at European projects in English from a practical angle: which language skills the team needs, which mistakes are worth avoiding, and how to prepare public-sector professionals to submit strong, competitive proposals.
English as a strategic tool in European projects
Programmes such as Erasmus+, Horizon Europe and Interreg require most of the documentation to be submitted in English. Although some calls allow other languages, English is usually the working language between international partners and evaluators.
For a public-sector organisation, this means:
- Writing technical and administrative reports in English.
- Taking part in meetings with European partners.
- Defending the proposal in presentations or interviews.
- Managing ongoing communications throughout the life of the project.
Language stops being a formal requirement and becomes a strategic tool. Clear, precise writing makes it easier for the evaluator to grasp the real impact of the project and how coherent it is.
Common difficulties when writing European projects in English
In our experience working with public-sector teams, certain patterns come up again and again.
Literal translation from Spanish
One of the most common mistakes is to draft in Spanish first and then translate word for word. The result tends to be a stiff text with unnatural structures and imprecise terminology.
In European projects written in English, the style is direct, structured and results-oriented. Long sentences and complex subordinate clauses make the text harder to follow.
Imprecise use of technical terminology
Every programme has its own vocabulary: deliverables, milestones, work packages, impact indicators, dissemination activities. Not mastering these terms can lead to inconsistencies or conceptual errors.
On top of that, the public sector brings in legal and administrative concepts that do not always have a direct equivalent in English. Translating “pliego” (tender specification document), “licitación” (public tender procedure) or “entidad instrumental” (public-sector instrumental body) without context can cause misunderstandings.
Lack of confidence in oral presentations
Many technical staff and project managers read English well but feel unsure when presenting in English to international partners or evaluation panels.
This is felt particularly in:
- Consortium meetings.
- Online project defences.
- Budget negotiations.
What level of English a public-sector organisation actually needs
Not everyone on the team needs the same level. It is worth distinguishing between profiles:
Technical staff who draft documents
They need at least a high B2 or C1 geared towards professional writing. This is not only about grammar, but about being able to:
- Argue a case clearly.
- Summarise complex information.
- Adapt the text to the format the call requires.
Coordination managers
As well as writing, they need spoken fluency to lead meetings and answer questions. Here the approach has to be practical: role plays of meetings, simulated presentations and work on real documents.
Administrative staff
For them, the aim is usually to understand documentation and to write correct, professional emails.
If you want to go deeper into adapting language training to an institutional setting, you can read our article on planning language training in public-sector organisations..
How to prepare your team for European projects in English
Generic training is rarely enough. In the public sector, the key is to put everything in context.
1. Training based on real documents
Working on genuine calls and proposals that have already been submitted allows the team to:
- Get used to the specific language.
- Recognise the structures that come up regularly.
- Correct frequent mistakes in context.
Practising with standard exercises is not the same as reviewing a real “Impact” or “Quality of the consortium” section.
Reviewing long technical reports, comparing versions of documents or working on several calls at once is far more comfortable with a second screen. A portable monitor lets you set up a dual workspace anywhere, without any fixed infrastructure.
2. Strategic writing workshops
Beyond the language itself, it is important to understand how a project narrative is built in English:
- A clearly defined problem.
- Measurable objectives.
- Results aligned with European priorities.
- Well-formulated indicators.
The approach has to be hands-on: write, review and rewrite.
3. Training for presentations and meetings
Simulating a consortium meeting or a defence before evaluators helps build confidence. You can work on:
- Clear, concise introductions.
- Answers to difficult questions.
- Managing speaking turns.
This kind of training reduces stress when the real moment comes.
The impact of good communication on funding
In competitive calls, small differences decide the final score. An excellent project that is poorly explained can end up behind a more modest one that is better presented.
In the context of European projects in English, effective communication:
- Makes the added value easier to understand.
- Conveys professionalism.
- Strengthens the credibility of the public body as a reliable partner.
What is more, once the project is approved, English remains crucial throughout its implementation. Interim reports, audits and international meetings all demand precision and consistency.
Why specialised training is worth it
Public-sector organisations work with specific regulatory frameworks, internal procedures and hierarchies. Language training has to respect that reality.
An effective approach includes:
- An initial assessment of level and needs.
- Programmes tailored to specific European calls.
- Flexible scheduling that fits institutional diaries.
- Ongoing assessment of progress.
At ALOS we design bespoke training for teams managing European funding, combining language improvement with direct application to their real projects.
Frequently asked questions
It depends on the programme. Some allow other official EU languages, but in practice English is the one most widely used, especially in international consortia.
It varies with the starting point. With an intensive, project-focused plan, clear improvements in writing and speaking can appear within a few months.
Wherever possible, it is better to write directly in English. Literal translation tends to produce texts that sound unnatural and are less persuasive.
In public-sector organisations, the technical quality of a project is essential, but how it is communicated in English can make the difference between securing funding and missing out.
Preparing your team to work confidently on European projects in English means specific training, practice with real cases and a strategic approach. If your organisation is taking part in European calls, or wants to, ALOS can help you design a language plan that fits your needs.
Get in touch to discuss the best training solution for your team and strengthen your position in the European arena.