An Expression of Interest (EOI) is a first-stage submission used by some donors, governments and institutions to identify organizations or project ideas that should advance to a more detailed application stage. It is often shorter than a full proposal and is designed to test eligibility, relevance, capability and initial project fit.
There is no universal EOI format. Some EOIs are short organizational statements. Others require a concept note, budget, evidence of experience and supporting documents. Always treat the specific call as the source of truth.
Why do funders use an EOI?
An EOI reduces the number of full applications the donor must review. It allows the funder to screen applicants before inviting deeper technical, financial or due-diligence work.
Kenya’s National Research Fund states that it may request an Expression of Interest before a full proposal and notes that an EOI is non-binding. In a different context, UNHCR Kenya used an EOI process in 2026 that required applicants to complete an application form, upload a concept note and provide organizational proof documents.
What should an EOI include?
The donor may prescribe the exact questions. Where it does not, an NGO EOI commonly needs to cover:
- Legal name and organizational profile.
- Relevant experience and track record.
- Understanding of the opportunity or problem.
- Proposed area of engagement or project idea.
- Target geography and population.
- Key partners or capabilities where relevant.
- Initial results the organization expects to achieve.
- Indicative budget or resource requirement if requested.
- Evidence that the organization meets eligibility conditions.
EOI vs concept note
An EOI describes the stage or mechanism of expressing interest; a concept note is often the document used inside that stage. They can overlap, but they are not always the same thing.
UNHCR’s 2026 Kenya call is a good example: it is formally an EOI, but applicants must submit a project concept note as part of the EOI package. That is why NGOs should avoid assuming that a document label tells them the entire application structure.
EOI vs full proposal
A full proposal generally requires a much deeper implementation case: detailed methodology, work plan, monitoring and evaluation, risk controls, sustainability, detailed budget and supporting evidence. An EOI normally helps decide who should be invited to provide that level of detail.
EOI vs Letter of Inquiry
Both can operate as screening documents, but usage varies by sector. Foundations often use Letters of Inquiry. Large institutional, research, partnership and procurement processes often use Expressions of Interest. Do not substitute one format for another without reading the call.
What reviewers look for at EOI stage
At a minimum, reviewers usually need to see that the organization is eligible, the proposed work fits the stated priorities, the organization has relevant capability and the idea is realistic enough to justify the next stage.
Specific criteria vary. UNHCR Kenya’s 2026 EOI, for example, listed relevance, feasibility, community participation, organizational capacity, value for money, sustainability, safeguarding, risk management and monitoring among its technical review considerations.
Common EOI mistakes
- Ignoring the eligibility screen and writing anyway.
- Submitting a generic organizational profile instead of responding to the specific opportunity.
- Claiming experience that cannot be evidenced.
- Using an unrealistic budget or scope.
- Failing to attach required proof documents.
- Treating an EOI as informal when it is actually a competitive first-stage review.
A practical preparation sequence
- Read the call once for eligibility and automatic disqualifiers.
- Identify every required field, attachment and page limit.
- Match the organization’s verified experience to the opportunity.
- Define the project idea at a realistic scale.
- Gather evidence before making claims.
- Draft to the donor’s criteria, not to a generic template.
- Run a final compliance check before submission.
For complex calls, the Grant Evidence Inventory can help your team identify what proof is available before drafting.
Free Concept Note Template
Many EOIs ask for a concept note or a similar first-stage project summary. Use this as a working structure, then follow the donor’s exact EOI instructions.
Frequently Asked Questions
Is an EOI legally binding?
Not necessarily. Kenya’s National Research Fund, for example, explicitly states that an EOI may be non-binding. Other calls may impose different conditions.
Does an EOI always require a concept note?
No. Some do, some use online questions, and others ask for an organizational statement. Follow the actual call.
Can an EOI include a budget?
Yes, if requested. Some donors ask for an indicative budget even at the EOI stage.
Is an EOI the same as a proposal?
No. It is usually an earlier-stage document or process, although some EOIs can be technically detailed and competitively assessed.
What happens after an EOI is accepted?
The next step depends on the donor: it may be a full proposal, due diligence, a partnership discussion, a tender stage or another screening round.
Conclusion
An Expression of Interest is best understood as an early decision stage. Your job is to prove fit, capability and a credible initial idea using exactly the evidence and format the donor requests. Treat the EOI seriously, but do not overload it with full-proposal detail unless the instructions require it.
Sources and further reading
- Kenya National Research Fund: Guidelines for Accessing the Grant
- UNHCR Kenya: Expression of Interest
- UNDP: GEF Small Grants Programme EOI
