The right to information is one of the core guarantees provided in the Reception Conditions Directive (RCD (2024)). It ensures that applicants for international protection are able to effectively exercise their rights and comply with their obligations. Article 5 RCD (2024) requires Member States to provide information to applicants and it lays down the right of applicants to receive information, including through confirmation of receipt of said information. 

1. Member States must provide applicants with timely information on reception conditions, including elements specific to national reception systems. This enables them to exercise their rights and comply with their obligations.
2. Applicants must receive standardised information using a brochure developed by the European Union Agency for Asylum as soon as possible and no later than 3 days after the application is made or within the timeframe for its registration. Member States must also inform applicants about organisations providing legal assistance and representation, including free legal aid. They must also inform applicants about organisations offering support related to reception conditions, including healthcare.
3. Member States must provide information on reception conditions in writing, in clear and accessible language that applicants understand. They must adapt it to the vulnerabilities and special needs of the applicant, including through oral or visual formats where necessary and/or appropriate. In exceptional cases involving rare languages, oral or visual information may be used temporarily and followed by written information as soon as possible.
4. Information for unaccompanied minors must be age-appropriate and provided in a manner that ensures the child understands it, by using adapted information materials, whenever necessary. This information is provided in the presence of their representative or the person suitable to provisionally act as a representative until the representative is appointed.   

Mandatory templates info brochures (RCD) explaining rights and obligations:

• Your rights and obligations in reception for adults (stage of making) 
• Your rights and obligations in reception for adults (stage of registration)
• Your rights and obligations in reception for adults (stage of registration specific for applicants in the asylum border procedure)
• Your rights and obligations on reception (stage of making) for accompanied children
• Your rights and obligations on reception (stage of making) for unaccompanied children
• Your rights and obligations on reception (stage of registration) for accompanied children
• Your rights and obligations on reception (stage of registration) for unaccompanied children

These are the templates developed by the EUAA in line with Article 5 RCD (2024)  to be customised by the responsible national authorities with country-specific information. Make sure you refer to the customised version in your country.

Additional information is available in the How to Use Manuals [forthcoming].

Information provision is an ongoing process that accompanies the applicant throughout their time in reception, from arrival, throughout their stay, until the end of reception. It is key that information provided to the applicant allows them to effectively exercise their rights and comply with their obligations.

In general, information needs to be:

• gradual (to avoid overwhelming applicants with lots of information in the first days of arrival);
• relevant to the stage in which the applicant finds themselves 

It is therefore recommended to carefully plan the information provision process. Distinguish between: 

• when you need to provide core information
• when you can provide further detailed information.

The ongoing provision of information on rights and obligations of applicants and the consequences of non-compliance is a central element of the overall reception process.

In general terms, it is necessary to:

• adapt information to applicants’ needs, and delivered in a clear, accessible format.
• avoid overburdening the applicant with extensive information at once. 
• provide information in a time or phase-specific manner. 

Member States are encouraged to establish timelines outlining the type of information to be provided to applicants. Information provided in a time and phase-specific manner could follow this pathway.

A.    Information provided during the arrival phase

Upon arrival at the authority responsible for providing reception conditions, the applicant will be provided with an initial package of basic, short and concise information. 

• Day of arrival. Basic information to address immediate needs. This covers details on:
  • accommodation arrangements – whether provided in kind (reception facility) or through other means (e.g. financial allowances, vouchers) 
  • food and other non-food items
  • sanitation
  • healthcare
  • safety measures
  • access to staff in the reception centre. 
• Within the first 3 days. Standard information on reception conditions and provide the customised EUAA template (info brochure). Inform applicants of:
  • their right to reception and related benefits
  • the rules they must follow and the consequences of not complying with the allocation process or any restrictions (if applicable)
  • the importance of cooperating with the authorities, follow the rules for applying for asylum in the country, that only one EU+ country is responsible for examining their asylum application, and they must stay in the country and not run away (either from the facility or from the country) otherwise they will lose their reception support in this country and the other country
  • emergency procedures
  • the basic functioning and house rules of the reception facility 
  • any applicable restrictions, such as the allocation to a specific geographical area or to a specific place, and of the consequences of violating these restrictions. 
• Within the following few days. Additional information and clarification, where needed. This covers: 
  • rights and obligations
  • the complaints and response mechanism
  • assessment of special reception needs
  • allocation to a suitable reception facility. 

Basic information about the existence of the voluntary return and reintegration programmes and the possibilities they offer should be given at the start of the reception process and repeated at later stages.

All information must be provided in an accessible format, in writing (printed or electronically) and/or orally, adapted to the applicant’s needs and level of understanding. Additional information is available in the How to Use Manuals [forthcoming]. 

B.    Information provided during the stay phase

During the stay in reception, applicants should receive additional, tailored information on reception-related rights, obligations as well as services to address their individual needs. This includes information on: 

• accommodation
• house rules, including maintaining cleanliness of common areas, proper waste management, responsible energy use, and respect for quiet hours as well as other measures that support harmonious cohabitation
• material reception conditions (including reasons for reduction and withdrawal) and services such as healthcare, recreational, social and cultural activities, language courses, civic education, legal counselling and assistance
• the importance of cooperating with the authorities and follow the rules, including not leaving the country without permission, otherwise they will lose their reception support in this country and the other country
• if subject to a transfer decision under the responsibility determination procedure, reception conditions they are no longer receiving and basic needs and health care still available
• family tracing or family reunification
• special needs support for children, victims of trafficking, survivors of gender-based violence, persons with disabilities or persons with mental health conditions and other applicants with special needs,  
• available mental health and psychosocial support, including preventive measures aimed at promoting the wellbeing of applicants in reception 
• safety and security measures
• opportunities for employment, language courses, vocational training courses and community participation
• daily life, rights and duties in the host society
• practical awareness raising topics, such as personal hygiene, sexual and reproductive health
• conflict management

Information about the existence of voluntary return and reintegration programmes and the possibilities they offer should be repeated during the stay phase. This information should also be adapted to the applicant’s personal circumstances. 

C.    Information provided at the end of the reception phase

At the end of reception, applicants should receive information on next steps based on the outcome of their application or transfer. 

Beneficiaries of international protection are informed about their rights and obligations related to the refugee status or subsidiary protection status, including housing, healthcare and integration services. 

Applicants with a final negative decision are informed about voluntary or forced return and access to legal remedies. 

Applicants subject to transfer under Asylum and Migration Management Regulation (AMMR) must be informed, at the earliest possible stage of the procedure and, where relevant, repeatedly thereafter, of the applicable transfer rules and their implications. This includes information on:  

• the transfer process
• reception conditions in the receiving Member State
• available support to ensure continuity of reception and legal assistance until the final transfer is completed.

Provide information using appropriate channels and methods.

In general, it is recommended that the information provision messages are provided to applicants in group sessions, this might happen in the proximity of the entrance of the reception facility or in sheltered common areas, either outdoor or indoor. For group information sessions, find a room large enough to accommodate all participants. The chairs are best arranged in a semicircle to ensure that all participants can hear and see both the facilitator and the interpreter. More detailed or sensitive information may require dedicated spaces.

Information regarding sensitive topics needs to be provided in a non-stigmatising, sensitive and culturally appropriate manner. This may include topics related to vulnerabilities and special reception needs, sexual orientation, gender identities and expressions, sex characteristics, domestic violence, mental or physical health, or support for victims of trafficking. Ensure privacy and respect confidentiality when providing this information. 

Depending on the national set-up and the purpose of the location where information is being provided, multiple authorities and organisations can be involved in delivering information. The responsibility to secure and coordinate information provision lies with the authorities. 

All involved stakeholders must engage in field coordination and ensure that their information provision is coherent in terms of content, systematically delivered and accessible to all.

Throughout all stages, coordination can be ensured through mechanisms such as:

• agreements between the competent authorities and, where applicable, with organisations supporting information provision, also for possible joint information provision activities;
• regular coordination tables attended by dedicated focal points from each relevant stakeholder;
• agreed standard operating procedures;
• referral mechanisms;
• thematic working groups.

Consult the EUAA Practical Guide on the Management of a Reception Centre, section 2.2.2 for additional information.

Where possible, involve cultural mediators or trusted community members to disseminate culturally sensitive information. This may help overcome cultural and communication barriers and reduce applicants’ concerns. They can help explain terminology and provide examples which the applicant can relate to. They can also advise on body language and gestures that may have differing meanings across cultures.

Interpreters and cultural mediators with the relevant training are essential, particularly during information sessions or focus group discussions. Interpreters should be briefed in advance on the context and content of the session to ensure accurate and sensitive communication. Interpreters are also bound by confidentiality rules. Where possible, it is recommended to use information providers and interpreters of the gender chosen by the applicant. This can depend on the situation and the topics covered.

Consult the EUAA Practical Guide on Interpretation in the Asylum Procedure to know more about working with interpreters. This guide contains specific sections on interpreting for applicants in a vulnerable situation. It can also be applied in the context of reception.