What type of information and documentation needed for requesting amendment by addendum in EU funded grant projects? 

An amendment request by addendum should be duly substantiated and should include all necessary information for the Contracting Authority (is EUD under the direct management modality) for taking an informed decision on the request. 

The necessary information for amendment request should in particular covers;

• The reasons and its justifications of the amendment
• The detailed information regarding the impact of the amendment on the implementation and budget of the project/action. (i.e. and most notably on the activities and budget of the action).

It’s advised to prepare following documents for an addendum request;

• The letter of addendum request which gives justifications for the proposed amendment. It’s recommended that the letter is signed and stamped,
• Description of Action (DoA) that indicates modifications regarding proposed amendments in the form of track changes (including Logical Framework Matrix),
• Concept Note (as a part of the contract) that indicates changes in proposed amendment in track changes format. Even if it does not contain information in relation with changes, it’s still advised to submit,
• Revised budget of the contract/project in line with proposed changes,
• “Other Source of Funding” (as a part of the contract) sheet is also recommended to be submitted with the request (This does not exist in the Companion. The mentioned documentation requests have been observed by STGM in the course of EUD’s practices.) 

Note that hardcopy and soft versions (soft copies to be sent via e-mail) of above-mentioned documentation are recommended to submit to EUD (This does not exist in the Companion. The mentioned documentation requests have been observed by STGM in the course of EUD’s practices.) 

The amendment to the contract by addendum must be signed by the same parties who signed the initial contract, i.e. the coordinator and the contracting authority. An addendum enters into force following signatures of two parties.
Besides, in case of a further clarification request by the EUD, note that additional supporting documents regarding the amendment request should be submitted.

For more information, please check out Companion.