How to respond to an expression of interest call
A practical method for answering a call for expressions of interest: check eligibility, follow the format, show relevant experience, and submit on time.
Short answer
Read the call several times, check eligibility first, and answer exactly what it asks, in the order it asks. Show only experience that matches the call, use the donor's own terms, attach only the documents requested, and submit before the deadline. An expression of interest is a first screen. Its job is to get you invited to the next stage, not to tell the whole story.
Key points
- Check eligibility before you write a single sentence.
- Follow the donor's format and answer in the order the call lists.
- Show three or four pieces of experience that match this call, not everything you have done.
- Attach only what is requested, and keep names, dates and numbers consistent.
- Submit early, keep a copy, and ask clarifying questions through the official channel.
What is an expression of interest?
An expression of interest (EOI) is a short document that tells a donor or agency you want to take part in a programme, partnership or funding opportunity. Donors use it to build a short list before they ask for a full proposal. Some UN agencies call it a call for expression of interest (CFEI).
Many EOIs lead to a concept note or a full proposal later. This means your EOI has one job: to prove you are a suitable partner. It does not need to describe a perfect project. It needs to show you understand the call and have the right experience.
How do you read the call?
Most weak EOIs fail before the writing starts, because the team read the call once. Read it at least three times.
- First read: decide if this call fits your mission and area of work.
- Second read: mark every requirement, such as eligibility, location, thematic focus, deadlines and documents.
- Third read: note the donor's own key words. If the call says "community-led" or "local partnership", those words should appear in your answer, where they are true.
Check eligibility first. Eligibility covers the type of organisation, legal registration, country of operation, budget range and sometimes a minimum number of years of experience. If you are not eligible, stop. If it is unclear, use the question window. Many calls allow questions until a set date, and the donor often shares the answers with all applicants.
What should you include?
Follow the donor's template if there is one. If there is no format, a short structure like this works well:
- Organisation information: legal name, status, registration, address, areas of operation and a named contact person.
- About your organisation: two or three sentences on mission and where you work.
- Relevant experience: three or four projects that match this call, each with funder or partner, location and period.
- Understanding of the call: one short paragraph in your own words showing what the donor is looking for.
- What you can contribute: the skills, field presence and systems you would bring.
- Declaration and attachments: a statement that the information is correct, plus the documents requested.
Keep the whole EOI as short as the call allows. A reviewer who reads many submissions will thank you for a clear two pages over a vague ten.
How do you show relevant experience?
Choose experience that answers this call. A donor who wants a health partner in Ayeyarwady does not need your full history of every sector. Lead with the strongest match.
| Weak | Stronger |
|---|---|
| "We have wide experience in many sectors." | "We implemented a community health project in two townships between 2022 and 2024 with a partner agency." |
| "We work with communities." | "We run village committees that select and monitor hygiene activities." |
| "We have strong systems." | "We keep a separate project ledger, and our accounts are reviewed each year." |
Only state what you can prove. Do not invent figures, and do not list a partner who has not agreed to be named. If the donor asks for evidence later, every claim must hold up.
What technical rules can sink a good EOI?
Technical rules are strict and easy to miss. Build a short compliance checklist from the call and tick each item before you submit:
- Page limit, word limit and file format.
- Required forms, signatures and stamps.
- Required attachments, such as registration certificate, profile and recent accounts.
- Submission route: email address, portal or hard copy.
- Deadline, including time zone.
In Myanmar, connectivity can fail on deadline day, and travel to submit a paper copy may be slow or unsafe. Plan to submit at least a day early. If you register on a portal, do it well before the deadline, because registration may need approval. Keep a copy of the final EOI and proof that it was sent.
What mistakes should you avoid?
- Answering a different question. Reply to what the call asks, not what you wish it asked.
- Copying a generic EOI. Reviewers can tell. Tailor every EOI to the call.
- Overpromising. Keep proposed activities and numbers realistic, because they may become your commitment later.
- Inconsistent facts. Names, dates and numbers should match across the EOI and its attachments.
- Sending extra documents. Unrequested files can be ignored or can slow review. Attach what is asked for.
What happens after you submit?
Note the date when donors say they will respond. If the donor invites you to the next stage, you may need a concept note or full proposal quickly, so keep your profile, registration and recent reports ready. A proposal pipeline and calendar helps you plan for this. If you are not selected, read what to do after a proposal is rejected. Our capacity statement guide explains how to prepare the part donors check most closely.
How EMPO can help
EMPO is a reliable, Yangon-based training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. We offer proposal writing support and organisational profile creation. We also run proposal writing training, online or in person across Myanmar, in English and Burmese. See our services or contact us to discuss your next call.
Sources
- How to Respond to Funding Calls for Proposals — fundsforNGOs, undated
- How to Prepare an EOI for an NGO: Sample Format — NGOPortal, 2026
Questions people ask
Is an expression of interest the same as a concept note?
No. An expression of interest is a short first screen of your organisation. A concept note describes a proposed project. Some calls ask for both, one after the other, so read which one the donor wants.
Can I send an expression of interest if I do not meet every requirement?
Only if the call allows it. If a requirement is mandatory, such as legal registration or a minimum track record, a missing item usually ends the process. Ask the donor for clarification before you invest time.
Does submitting an expression of interest mean we will receive funding?
No. It does not create a funding commitment or a partnership. It only shows you are interested and suitable, and it may lead to an invitation to submit a fuller proposal.