Information provision messages

Inform applicants about the following regarding family tracing.

• How ‘family members’ are defined in EU law.
• The fact that family tracing must be initiated as soon as possible after the making of the asylum application. 
• The importance and purpose of family tracing during the asylum procedure (e.g. to identify, locate and restore contact with family members).
• What family tracing entails, including the process of searching for and reuniting with family members who may have been separated in displacement contexts.
• The principle of confidentiality and the need to share all relevant details (e.g. names, last known locations, contact numbers) to enable family tracing.
• The fact that family tracing will only occur upon their request and consent, or, in the case of unaccompanied children, when it is deemed to be in their best interests. 
• (If the assistance is provided outside the reception facilities) the name, location and contact details of the organisation mandated to provide family tracing support under national practice and how to reach it (e.g. means of transportation and accessibility).
• The challenges related to family tracing, for example due to information being limited and not uniformly available across all countries, among other reasons. 

Inform applicants about the following regarding family reunification.

• The difference between family tracing and the family reunification procedure.
• The stage of the asylum procedure where family reunification may be initiated and the procedure.
• The family members eligible for family reunification. 
• For unaccompanied children, the persons eligible for family reunification besides family members include an aunt/uncle, a grandparent or a sibling of the unaccompanied child who is legally present in another Member State, unless it is demonstrated that it is not in the best interests of the child.
• The evidence requirements for establishing family links (both direct and circumstantial evidence are relevant).
• How the family reunification procedure works and the authority responsible for processing applications.
• The focal points roles involved in family reunification cases.
• The timeframe for receiving a decision on the family reunification application and the right to receive the decision in writing.
• How to appeal the rejection of their family reunification application, including the contact details of relevant public lawyers and non-governmental organisations that provide counselling.

For more information, see also Section Family tracing. [forthcoming section on the ‘Asylum Procedure’ Thematic Area on the portal].

Practical tips

• Encourage applicants to express their views or any concerns they might have related to family tracing. 
• Develop information materials that draw a clear distinction between family tracing and family reunification. Use plain-language definitions and visual aids (e.g. side-by-side tables, timelines, icons) to help applicants understand the difference. 
• Use child-appropriate language when informing unaccompanied minors about family tracing. Manage expectations by explaining that the process can take time and is not guaranteed; do not promise outcomes.
• Develop dedicated, age-appropriate and child-friendly materials on family tracing and reunification and adapt them to the national context. These materials should clearly explain all steps and considerations, be accessible and available in a language the children understand. Ensure children are properly informed about the process and their rights.
• Organise individual face-to-face sessions for child applicants, provide detailed information and address their questions. It is crucial for the reception authority to assess whether family reunification is in the best interests of the child.