Arrival in reception is the first phase of the reception process. Upon arrival in a reception facility, the primary focus is on meeting the primary needs of the applicants. These include access to a safe place to sleep, food, sanitation facilities, medical screening/urgent medical care and basic safety and protection. For many applicants, this follows a tough journey, followed by the initiation of the asylum procedure. Rest and recovery are thus crucial during the first days.
Member States must ensure that reception conditions are provided from the moment an asylum application is made under the RCD (2024) provisions. This means that access to material reception conditions and healthcare must be available from the very first day.
The following days can be dedicated to carrying out primary processes that are linked to both procedural and reception aspects. The reception aspects would include the:
- medical screening (pursuant to Article 15 RCD (2024) urgent medical care (as soon as possible)
- reception intake
- information provision, including presentation of their rights, obligations and consequences for non-compliance, house rules (provided to applicants also in writing) and available support services
- assessment of special reception needs (to be completed within 30 days of the making of the application and continuously throughout the reception pathway)
- accommodation arrangements – whether provided in kind (reception facility) or through other means (e.g. financial allowances, vouchers), based on the applicant’s particular situation and the existing capacities
- the helpdesk and the complaints and response mechanism
While this section does not cover aspects related to the screening of third country nationals pursuant to the Screening Regulation (2024/1356/EU), note that if a person makes an application for international protection during the screening, they must receive reception conditions in line with the RCD (2024) in the respective location. Furthermore, the medical screening and individual assessments of special reception needs carried out subsequently in reception must take into account the findings from the preliminary health check and the preliminary vulnerability check carried out as part of the screening process.
Arrival in reception marks not only the applicant’s entry into the reception system but also one of the first contacts with the host country’s institutions and support structures. Information provision plays a central role at this stage. It helps applicants understand their situation, what lies ahead, their rights and obligations, the consequences of non-compliance and the procedures as well as how to navigate the reception systems.
Member States must provide applicants with essential information as soon as possible and within 3 days from the making of an asylum application or within the timeframe for its registration (Article 5 RCD (2024)). In practice applicants should begin receiving information immediately upon arrival at the reception facility, and continuous throughout their stay.
Upon arrival, applicants are often provided with large amounts of new and complex information, including legal and administrative details. Reception staff should not only provide this information but also ensure applicants understand its practical meaning. By offering clear, reliable, and accessible information, staff can help reduce applicants’ uncertainty and anxiety. Information should be:
- phased over several days, to facilitate better understanding and retention;
- simple and practical, adapted to the level of understanding of the applicant and related to rights, obligations, procedures and life in the reception facility;
- adapted to the special situation and needs of the applicants
- repeated as often as needed;
- interactive so applicants could ask questions and clarify all relevant aspects.
Check the subpages in the menu to see information provision messages, and information materials and background information on the main activities carried out during the phase of arrival in reception.
For more information on arrival in reception, check also the EUAA Practical Guide on Management of a Reception Centre – Focus on the arrival phase, 2025.