Why Documents Matter So Much
SI reviews thousands of applications and has no capacity to follow up on individual errors. An application with wrong-year templates, missing stamps, or extra pages is simply disqualified. There are no warnings, no second chances, no extensions.
This isn't bureaucratic harshness — it's the only way to process that volume fairly. Your job is to get it right the first time. This page covers every required document in detail so you know exactly what to prepare.
The most common reason eligible applicants are disqualified
Using templates from the previous year. SI releases updated templates each November. Always download fresh templates, even if you applied before.
The 5 Required Documents
CV (Curriculum Vitae)
- › Must use SI's mandatory CV template — Europass and all other formats are rejected outright
- › Maximum 3 pages — do not add pages beyond the template
- › Delete the instruction pages before submitting — do not include them in your final PDF
- › Delete sections of the template you don't use — blank sections look incomplete
- › List everything in reverse chronological order (most recent first)
- › Do not change the template's core structure — only remove sections, never reorder or rename them
Work Experience & Leadership Forms
- › Uses SI's separate template for work experience and leadership documentation
- › Maximum 3 work experience forms and 2 leadership forms
- › Combine all forms into ONE single PDF in reverse chronological order
- › Maximum 5 pages total (not counting instruction pages — delete those)
- › Each form must be signed by an authorized person at the organization (HR manager, supervisor, director)
- › Each form must be officially stamped by the organization
- › Internship experience may appear here for leadership documentation only — it does NOT count toward the 3,000 work-hour requirement
Reference Letters (2 required)
- › Must use SI's reference letter template — letters written in other formats are rejected
- › You need exactly 2 reference letters
- › At least ONE must be from a current or former employer
- › The second can come from a work context or civil society involvement
- › Both must be signed and officially stamped
- › Referees should be your direct supervisor, line manager, or organizational leader — not peers
- › Reference letters from family members are not accepted
- › SI may contact your referees directly without notifying you first — make sure contact details are accurate
- › Ask referees to keep their email active until April when decisions are announced, and to check spam folders regularly
Passport or National ID Copy
- › Must show both your citizenship country AND your photo — both must be visible in a single document scan
- › Must be currently valid — check the expiry date and ensure it's valid throughout your intended study period
- › EU/EEA identity cards are only accepted if they clearly show citizenship country
- › If your document is expired, you cannot submit the application
Motivation Statement
- › Completed directly in the online portal — it is NOT uploaded as a file
- › Two questions: the first has a 1,000 character limit, the second has an 800 character limit (both including spaces)
- › Character counts are enforced at submission — you will not be able to submit if you exceed them
- › The portal is plain text only — formatted text (bold, bullet points) will not paste correctly
- › Draft both answers in a plain text editor first, count characters, then copy-paste into the portal
Template Rules — What Gets Applications Disqualified
SI is explicit about this. These are not edge cases or technicalities — these are the most common disqualification triggers.
Automatically disqualified
- Using templates from a previous year
- Submitting a Europass CV or any custom CV format instead of SI's template
- Reference letters not on SI's current reference letter template
- Reference letters signed by family members
- Adding unsolicited supporting documents (certificates, transcripts, recommendation letters not on SI template)
- Submitting more than 3 work experience forms or more than 2 leadership forms
- Including instruction pages in your submitted PDFs
The Stamp Requirement
Every work experience form, leadership form, and reference letter must be officially stamped. This is a firm requirement, not optional.
Accepted stamps
- Company or organization official stamp
- Notary stamp
- Digital equivalent (check current SI FAQ for guidance)
If your org has no stamp
- Contact SI's helpdesk for current guidance
- A notary office can certify the document instead — this is an accepted fallback in most countries
What doesn't work
- Submitting unstamped forms and hoping they'll be reviewed
- Adding a note explaining why a stamp is missing
Plan ahead. Getting documents stamped takes time, especially if your supervisor is traveling or your organization's HR is slow. Build at least 2–3 weeks of buffer before the deadline.
PDF Formatting Rules
Language Requirements
All documents must be in English. If you have original documents in another language, you need a certified translation — not a self-translation.
For translated documents
- • The original document AND the certified translation must be combined into one PDF
- • Both must carry official stamps (notary or authorized translator's stamp)
- • Self-translations are not accepted regardless of your language proficiency
Reference Letter Tips
Most reference letter problems are caused by referees who weren't properly briefed. Give them enough time and clear guidance.
Give at least 4–6 weeks' notice
Supervisors are busy. The SI reference template requires specific answers, not a generic paragraph. Give your referee time to fill it out properly.
Brief them on what SI is looking for
Tell your referee that SI wants to see your leadership, professional impact, and development potential — with specific examples, not general praise.
Remind them about the stamp
Many referees don't realize a stamp is required in addition to their signature. Confirm this explicitly. If their organization doesn't have a stamp, arrange a notary early.
Have a backup referee in mind
People cancel, get sick, travel, or become unreachable. Identify a second option for each letter before you start, so a last-minute problem doesn't derail your application.
Document Checklist Before Submitting
Go through this before you hit submit. Print it out if it helps.
CV
Work Experience & Leadership Forms
Reference Letters
Passport / National ID
Motivation Statement
Final Checks