Guidance

Advice for UK Defence Innovation (UKDI) Prospective Applicants

This guidance is non-specific. Always check the specific requirements of the service you are applying for, as they take precedence over this advice.

• From: UK Defence Innovation
• Published: 6 August 2026

About UKDI 

We are UK Defence Innovation (UKDI). Our aim is to ensure that the United Kingdom is both secure at home and strong abroad. We work towards this by inviting submissions of cutting-edge innovations to solve complex defence and security challenges.  

What we do	What we don’t do
We offer support and advice to UK businesses via our Regional Engagement Team, more information can be found on our how to work with UKDI page.	We currently don’t offer advice to international applicants. Learn more below in the guidance for international innovators section
We provide funding to nurture innovations from idea to commercialisation. Check out our current live funding opportunities.	We don’t buy mature products or services that suppliers want to sell to defence/security. If this is something you are interested in head here.
We are interested in ideas from anyone that can meet a defence and security need.	We can’t work with organisations that aren’t registered on Companies House.

A UKDI Account 

The only way to communicate with UKDI is through our ‘submission service’. If you would like to work with UKDI it is imperative that you register for an account if you do not already have one.  

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Guidance for international innovators 

From 17 July 2026 UKDI will cease provision of Innovation Partner (IP) support to innovators based outside of the UK. This change reflects UKDI’s focus on supporting UK innovation to strengthen the domestic defence and security industrial base. 

Overseas innovators may still be eligible to apply for selected calls and competitions. Eligibility criteria and application details will be clearly outlined within the guidance for each individual opportunity. All relevant information for overseas applicants will be made available on our UKDI website. 

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Innovation Outlines 

If you are unsure whether your innovation is in scope for one of our funding services, you may be able to submit an Innovation Outline (IO). The Open Call accepts these, as do some Themed Competitions. An IO is a summary of your intended submission, and you should receive a simple “yes/no” response.  If you get a positive response, it may trigger a conversation with a member of our Regional Engagement Team. 

For Open Calls, identifying potential users to offer a view on an IO can take time. For Themed Competitions, turnaround is usually quicker as they have a defined sponsor. IOs must be submitted via the submission service, not directly to your Innovation Partner. 

By submitting an enquiry via our submission service, you may be able to discuss your idea with your IP before submitting either an IO or a full proposal. If you submit an enquiry, make sure you cover: 

• What is your innovation, what does it do, and how does it work? 

• Who is it for (which Defence and/or Security users)? 

• What problem does it solve? 

• Why is it innovative (i.e. not been done before)? 

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Full Proposals 

Below is a list of considerations for innovators to support the formation of a strong proposal. It is designed to supplement any advice offered by members of the Regional Engagement Team. These are general advice points and the specific requirement of the competition that you are submitting to should take priority.

Competition Requirements & Eligibility

• Submission deadline: All submissions close at 12:00 midday GMT/BST on the stated deadline of the specific competition. Please submit your proposal in plenty of time (preferably before the last day at latest). Late submissions cannot be accepted.
• Read the competition document carefully. Highlight all mandatory requirements and create a checklist before submitting.
• Pay close attention to required start/end technology readiness levels (TRLs), project duration, funding limits, and mandated activities (e.g. demonstrations or meetings). Almost all competitions require a demonstration and a final report.
• Read the competition document, application guidance, and any frequently asked questions (FAQs). These define scope and sponsor intent.
• Ensure you accept the terms and conditions for the competition.
• Identify start and end TRLs. For the Open Call, delivery at TRL 6/7 is mandated; higher TRLs will fail pre-sift. Themed competitions vary.

Common Reasons for Rejection

Common reasons for rejection (where the project is otherwise desirable) include:

• Insufficient technical detail or background
• Weak articulation of Defence/Security benefit
• Poor justification of requested resources, especially overheads

Completing the Application Form

• Complete the form using the provided text boxes only - do not use attachments for written answers. Provide sufficient detail; do not underuse available word limits.
• Word limits typically apply (usually 3000 words each for desirability, feasibility and viability; 1000 words for additional information). The additional section may not be read. Assessors only have 90 minutes in total to review each proposal, so the word limit is a cap, not a target. When pasting text from applications such as MS Word, avoid nonprinting characters - use plain text where possible.
• Formatting issues in downloaded PDFs are acceptable. There are no font or spacing rules. Use headings to improve readability.
• Keep your Title, Abstract and Proposition Value Statement clear and descriptive. Avoid acronyms where possible, where used explain them in full in the first instance.
• Select areas of specialism carefully to help assign appropriate Assessors.
• Address all assessment criteria (desirable, feasible, viable) clearly, ideally using subheadings aligned to the guidance.
• Briefly describe any engagement with your Innovation Partner, for example:
  • Discussed idea with Innovation Partner (name)
  • Innovation Outline response indicated interest in a full proposal

Scope, Benefit & Project Context

• Consider relevant legislation, for example human trials require MODREC approval, personal data gathering may fall under RIPA 2016.
• State where the majority of work will be carried out, including postcode if applicable.
• Many applicants find the desirability section hardest. Review public UKDI competition documents and past competitions for context.
• Letters of support are not required, but they may aid your proposal for an Open Call.
• Provide evidence of work completed to date and details of any previous relevant funding.
• Explain post project progression and how the work will move up the TRL scale.

Technical Approach & Delivery

• Ensure strong technical detail is written in plain English. Assume Assessors have at least degree level technical knowledge.
• Figures may be included (JPG/JPEG/PNG), referenced as Figure 1, 2, etc. Use sparingly and avoid transparent backgrounds.
• Include a clear project plan and Gantt chart (as an attachment). There is no mandated format.
• Explain how success will be measured, including testing plans for experimental work.
• Requests for Government Furnished Assets (GFA) must include a viable Plan B.

Team, Resources & Risk Management

• Describe your team clearly: names, roles, expertise, and (if possible) nationality. In finance sections, link people to costs. If hiring is required, address this in the risk section. Describe available equipment and facilities.
• Complete the formal risk section thoroughly, including staffing and recruitment risks.

Costs, Funding & Value for Money

• Justify all major equipment purchases and demonstrate value for money. Rental or test facilities may be preferable.
• If using subcontractors, fully justify their costs.
• Justify all requested funding. UKDI pays reasonable delivery costs only; it does not usually fund patents, conferences, publications, or postgraduate fees.
• If you’re requesting interim payments you should comply with the following UKDI terms and conditions:
  • Maximum six payment points
  • Each linked to a deliverable
  • No advance payments
  • Final payment must be at least 20% of total cost
• Ensure mandated deliverables (including the final report) appear correctly in the project plan and costing sections.
• Universities: justify overheads clearly. Use daily rates, break out staff, equipment usage and consumables where possible.

Final Checks & Submission

• Aim for clarity and conciseness. A proposal should take roughly one hour to read.
• Submit early. Late submissions are not accepted for any reason.
• After submission, changes are only possible by formally requesting a revert to draft via Help Centre, before the deadline and before 11:00am GMT/BST on closing day. Provide the proposal number (ACC#######).
• If unsuccessful, you will receive brief written feedback only. Assessors’ identities are not disclosed.
• Very rarely, applicants are invited to revise and resubmit; otherwise resubmission is not permitted.

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Frequently Asked Questions 

Below are some frequently asked questions about UKDI competitions. This guidance is generic and may differ for specific themed competitions. Always read the specific requirements of the competition being applied for. 

Q: I have a letter of support, where do I attach it? 

A: Attach it in the Desirability, Feasibility, or Viability section, depending on what the letter supports. Due to word limits, letters must be uploaded as an image (PNG or JPG only). The maximum file size is 2MB. 

Read the full Assessment process and criteria - GOV.UK to learn more.  

Q: Why do costs need to be shown excluding VAT? 

A: Costs must be presented ex‑VAT for internal budgeting purposes. This does not mean VAT will not be paid. If you are successful and contracted, you may invoice for the deliverable plus VAT (where applicable), shown as a separate line item. 

It is your responsibility to determine whether VAT applies to your organisation and at what rate. 

Q: Are there any costs you will not fund? 

A: Only costs that directly relate to delivering the project may be included. All costs must be supported by a full cost breakdown and justified as value for money, as this forms part of the assessment. 

Q: Will university overheads exclude us from submitting? 

A: No. UKDI is familiar with university cost models, and bids with significant overheads will still be assessed on technical merit. 

However, all costs must be reasonable, explainable, and represent value for money, which is what Assessors will evaluate. 

See: Allowable costs guidance (version 7.2) – GOV.UK 

Q: Will UKDI fund 100% Full Economic Cost (FEC) for UK universities? Are there ineligible costs? 

A: Yes. UKDI will fund 100% FEC, including indirect and overhead costs. 

Costs not directly related to delivering the project are ineligible (e.g. conferences, IP protection, commercialisation). Travel to attend UKDI/Dstl project meetings or demonstrations is allowable and should be included. 

Q: Is there a preference for collaborative or solo submissions? 

A: Either approach is usually acceptable except where explicitly stated otherwise.  

You should resource the project appropriately and explain this in the Feasibility and Viability sections. 

If your proposal is successful, the contract will be with a single organisation (the lead applicant). 

Q: Will you help me find a collaborating partner? 

A: UKDI cannot recommend specific partners. However, you may find collaborators via: 

• UKDI’s Idea Marketplace (online collaboration platform) 

• Regional Defence and Security Clusters (RDSCs) across the UK 

• Some competitions run a collaboration survey, check if yours does in the competition document. 

Q: What is the difference between a subcontractor and a collaboration partner? 

A: Subcontractor: A paid organisation or individual who is not the lead applicant. 

• Collaboration partner: A broader term that includes subcontractors but may also refer to organisations providing in‑kind support (e.g. guidance, facilities, or resources at no cost). 

Q: Do we need security clearance to apply? 

A: No security clearance is required to submit a proposal. 

You must: 

• Keep submissions at OFFICIAL classification 

• Provide a resourcing plan (including staff nationalities, where possible) 

Before contract award, all proposed research workers must complete Form 388 for due diligence. This will be provided by a UKDI team member. 

Q: Where can I find the definition of TRLs? 

A: Technology Readiness Levels (TRLs) are defined in UKDIs Standard Terms and Conditions. 

Q: We haven’t patented our invention yet—how much detail do assessors need? 

A: Assessors must receive sufficient technical detail to fairly evaluate your proposal. Without this, the proposal cannot be assessed. All intellectual Property (IP) remains with the innovator. We recommend reviewing Defence Condition (DEFCON) 705 and the competition terms and conditions. 

UKDI may share your proposal with third parties involved in assessment, under appropriate confidentiality agreements. 

Q: Are UKDI competitions only open to UK companies? 

A: Some competitions are UK‑only, but most are open internationally. Check the requirements of specific competitions to be sure. 

Eligible applicants may include sole traders, small to medium sized enterprises (SMEs), large companies, research organisations, and universities (UK and non‑UK). 

Q: Can we include profit in project costs? 

A: Yes. If profit is not already included in labour rates, you may specify a profit percentage in the finance schedule. This is optional. 

Q: How are project costs paid? 

A: Payments are made in arrears, against completed deliverables 

• We ask for no more than 6 milestone payments. 

• No advance payments 

• Final payment (“satisfactory completion”) should be at least 20% of total project cost 

Deliverables and payment points must be defined in the online submission service. 

Q: Can I add attachments to my proposal? 

A: Yes. You may upload images only (JPG/JPEG/PNG) to support Desirability, Feasibility, or Viability. Attachments must supplement, not replace, the written response. Examples of acceptable attachments include: 

• Gantt charts 

• Schematics or diagrams 

Do not upload promotional materials, reports, papers, or documents containing substantive text. 

Read the full Assessment process and criteria - GOV.UK) to learn more. 

Q: What are the minimum requirements for assessment? 

A: Your proposal must pass the mandatory pre‑sift criteria set out in the competition document. This typically includes scope, maturity, value, duration, and required deliverables. If unsure, contact your local Innovation Partner. 

Q: What if we need to recruit during the project? 

A: This is acceptable. If a role is unfilled: 

• Use a generic job title/description 

• Include recruitment risks and mitigations in the Risk Register 

Ensure recruitment plans fit within any maximum project duration. Your local Innovation Partner can advise further. 

Open Call for Innovation FAQs 

Q: How do I know if my idea is relevant to Defence? 

A: Discuss your idea confidentially with your local Innovation Partner. You may be asked to submit an Innovation Outline to assess relevance across MOD. 

Q: Do I need Ministry of Defence (MOD) support or a letter of support to apply? 

A: No. MOD partners or letters of support are not required.  

If you are aware of specific MOD interest or demand, describe this clearly in the Desirability section. 

Read the full Assessment process and criteria - GOV.UK) to learn more.  

Q: Can I access Defence platforms or networks to test my idea? 

A: Requests for Government Furnished Assets (GFA) (e.g. data, equipment, facilities) may be included, but availability is not guaranteed. 

In most cases, access to live Defence platforms would conflict with these requirements. If you request GFA, you must include a credible alternative plan.

Published 6 August 2026