This section provides information on acceptance letters and official documents used in Erasmus+ mobility processes. Acceptance and official letters are essential at different stages such as application, visa procedures, staff assignment, travel planning, grant procedures, and mobility closure. This page explains which documents are needed, when they are required, and how to access the relevant templates.
Acceptance Letter
An acceptance letter is an official document issued by the host institution confirming that the participant has been accepted for the relevant mobility period. For student mobility, it is commonly used for application/registration procedures and visa processes; for staff mobility, it is often required for institutional assignment and travel procedures. An acceptance letter typically includes the participant’s full name, institutional details, mobility type, dates/semester, and signature/approval information.
Letter of Invitation
A letter of invitation may be required especially for staff mobility or for certain visa/residence procedures. It includes the purpose of the mobility (teaching/training), the planned dates, and a brief description of the activity. In some cases, host institutions may issue an invitation letter instead of a formal acceptance letter.
Nomination and Application Correspondence
Nomination processes for incoming and outgoing mobility are managed through official inter-institutional correspondence. Nomination emails usually include participant details, department/field, mobility term, contact information, and required documents. During the application stage, missing document notifications and application confirmations are also completed through official correspondence.
Certificate/Confirmation of Attendance
The confirmation of attendance is a key closure document proving that the mobility took place and indicating the actual start and end dates. This document is required for final grant calculation and mobility closure procedures. It must include the mobility dates and the host institution’s approval.
Transcript and Academic Documents (For Students)
For student mobility, the host institution issues a Transcript of Records showing the courses taken and the academic results. This document is essential for academic recognition and closure procedures. Recognition is carried out based on the consistency between the approved learning agreement (OLA) and the transcript.
Proof of Activity and Reporting (For Staff)
For staff mobility, documents proving the activity and reporting outputs are core elements of the closure process. For teaching mobility, an activity programme/schedule may be required; for training mobility, documentation showing the training content or participation proof may be requested.
Templates and Official Formats
This section provides standard document templates used in Erasmus+ processes. Templates are designed to speed up procedures, standardise document formats, and facilitate communication between institutions.
Templates: (will be added soon)