Policy paper

Specialised Committee on Citizens' Rights: implementation of residence rights under part 2 of the Withdrawal Agreement - joint report, December 2020

Published 21 December 2020

This was published under the 2019 to 2022 Johnson Conservative government

Introduction

1) This joint report on citizens’ rights provides an update on implementation progress in relation to Article 18(1) (new residence status - issuance of residence documents evidencing such status) of the Withdrawal Agreement (WA) ^{[footnote 1]} in the European Union (EU) and the United Kingdom of Great Britain and Northern Ireland (UK). This report also includes data on residence documents referred to in Article 18(4) in the EU Member States with a declaratory system. A summary of the communications, outreach and assistance being provided to individuals when applying or registering for residency under Article 18 of the WA has also been included.

2) The first joint report was adopted by the Withdrawal Agreement Joint Committee on 19 October 2020 and is available here. The Specialised Committee on Citizens’ Rights will continue to prepare and publish joint reports every three months, until the expiry of the last deadline for applications for a new residence status in countries that have opted for a constitutive system under Article 18(1).

3) According to Article 185, Part Two of the WA that deals with residence rights, with the exception of Article 19, shall apply only as from the end of the transition period. The UK and the EU Member States therefore have to put in place their systems for the issuance of residence documents during the transition period, so that the handling of applications for a new residence status/a new residence document may start on 1 January 2021. On a voluntary basis, the UK and the EU Member States may decide to allow applications to be made during the transition period (Article 19). The UK and a number of EU Member States have made use of this possibility.

4) All information contained within this report is based on the national systems and administrative procedures, planned or established, in view of the implementation of Article 18(1) or Article 18(4), as reported by the UK and EU Member States authorities. The data provides information on persons who are considered to be beneficiaries of Article 13 (residence right) and of Article 15 (permanent residence right). 13 EU Member States and the UK have opted for a constitutive system under Article 18(1) and 14 EU Member States have opted for a declaratory system under Article 18(4). For data tables see Annex A and B.

Section 1 – Start date of application and information to applicants

Article 18(1): Constitutive systems

5. Belgium

Residence

The new residence scheme will open on 1 January 2021. After examination of the conditions, United Kingdom nationals and their family members will receive their new residence document from the municipality. Those who were not yet registered will be able to apply for a residence document or local border traffic card, for frontier workers, for beneficiaries of the WA at the local municipality and they will receive their new document after the Immigration Office examines compliance with the conditions. UK nationals and their family members will have until 31 December 2021 to apply for their new residence status.

Communication and outreach

UK nationals and their family members already residing and registered in Belgium will be personally contacted by letter by the Secretary of State during December 2020. This letter will explain the conditions to fulfil and the procedure to follow, as well as invite them to apply for a new residence document for beneficiaries of the WA at the local municipality. In addition to updating websites of relevant Belgian authorities, the Belgian authorities are in a close contact with the UK embassy.

Assistance

The Belgian authorities provide training to local municipalities, which are the first point of contact in Belgium for UK nationals, including vulnerable groups, and are making sure that they are well informed about the new procedures in place. Belgium specifically chose to carry out a targeted communication by letter which enables an outreach to vulnerable groups and which personally informs them about the procedure. They can rely on the Immigration Office whenever they have a problem. If necessary, assistance will be provided for via email ([email protected]) or by phone (+3227938000). The Belgian authorities also reach out to external partners that assist foreigners and provide training.

6. Denmark

Residence

The application procedure for obtaining a new residence document under the WA will be available as of 1 January 2021 and throughout the year. Applications can be submitted online or handed in on a paper form at the service centres of the Danish Agency for International Recruitment and Integration, where biometric data for the residence document will be recorded, and further guidance to applicants is given. UK nationals and their family members will have until 31 December 2021 to apply for their new residence status.

Communication and outreach

UK nationals and their family members residing in Denmark were informed individually regarding the application procedure via personal digital postbox (e-books) in November 2020, and they will receive a follow up letter with additional information during December about specific slots for submitting the applications. Information is already available on the dedicated websites that are regularly updated. The information campaign has been stepped up during autumn 2020 and consists of both websites including FAQ, individual information letters, So-Me awareness making, and out-reach events (online and physical). The campaign targets UK nationals residing in Denmark, frontier workers and professional and student organisations.

Assistance

The Danish authorities established a specific Brexit mailbox for written enquiries ([email protected]) and specific time slots for enquiries by phone (+45 72 14 20 05 and +45 61 98 40 00) that provides information and prepares UK nationals for the new application process. As regards vulnerable UK nationals, the Danish Agency for International Recruitment and Integration provides assistance and guidance at their facilities (placed in different parts of the country). Vulnerable applicants can submit their applications on paper.

7. France

Residence

UK nationals and their family members already living in France or wishing to move to France before 31 December 2020 have to apply for WA residence documents via a website that was opened on 19 October 2020. A decree published on 19 November 2020 details the relevant provisions of the WA. UK nationals and their family members need to upload a scan of their passport as well as one or several additional documents depending on their situation. After filling out the administrative information and uploading documents, a certificate of application is sent by e-mail. Once the file has been processed, an e-mail is sent to the applicant in order to make an appointment at the prefecture to finalize the request (fingerprinting and photography). Finally, the residence document is sent to home address. UK nationals and their family members will have until 30 June 2021 to apply for their new residence status.

Communication and outreach

The French authorities carry out awareness raising campaigns on websites of competent national authorities and social media. The campaigns inform UK nationals about the changes and new procedures. This is complemented by communication using printed media (leaflets and posters) and newspapers, both at national and local level, in order to leverage the message and reach people who are harder to reach via standard measures. Corresponding awareness raising campaigns target other stakeholders and local authorities.

Assistance

The process for the residence document application has been designed in order to avoid at the maximum the necessity to come to the prefecture, which will be helpful for elderly people, those residing far away or physically disabled. A maximum of one trip to the prefecture will be necessary, because the residence document will be sent directly to the home address. People who do not have an easy access to new online technologies will find at their disposal computers in prefecture, with free access or with the help of a guide. These measures are complemented by assistance provided by four organizations appointed by the UK Embassy that work in partnership with the prefectures to provide specific support to vulnerable people. In general, UK nationals can ask for assistance at [email protected] or https://www.interieur.gouv.fr/Contact/Brexit-Ecrire-au-ministere-de-l-Interieur.

8. Latvia

Residence

The new residence scheme opened on 1 October 2020.To get the new status UK nationals and their family members will have to submit an application and copy of travel documents to the Office of Citizenship and Migration Affairs. Applications and copies of travel documents can be sent either by post or courier service, or submitted electronically with the secure electronic signature affixed. Application should be filled in for each person separately. Where an application is submitted electronically, the applicant will receive a confirmation of receipt holding a statement that the application will be reviewed within 30 days. The issuance of new residence permits will commence on 4 January 2021. UK nationals and their family members will have until 30 June 2021 to apply for their new residence status.

Communication and outreach

All UK nationals resident in Latvia received an individual letter in July 2020 that explained the applicable procedures and deadlines. The competent Latvian authorities provide information on their websites and work closely together with the UK Embassy and organised several meetings with the British community, as well as two Facebook LIVE meetings with brief presentation and Q&A session.

Assistance

UK nationals, including vulnerable person, can ask for information and assistance by phone (+371 67209400) or e-mail ([email protected]). The Office of Citizenship and Migration Affairs ensures the delivery of identity documents (residence cards) at the place of residence of a person or in a social care institution, if a person is unable to visit the Office due to a health condition.

9. Luxembourg

Residence

The new residence scheme opened on 1 July 2020. UK nationals and their family members can apply by submitting an application form with a copy of their travel document. A certificate of application is issued immediately after reception of the application and sent to the applicants. The Immigration Directorate of the Ministry of Foreign and European Affairs assesses the residence situation of the applicants. If applicants are considered to fall within the scope of the WA, they receive a letter confirming their status and inviting them to fulfil the steps required for the issuance of the residence document (biometric data collection). UK nationals and their family members will have until 30 June 2021 to apply for their new residence status.

Communication and outreach

The Luxembourgish authorities put a communication campaign in place, through the official website of the competent national authorities (link and link.The Immigration Directorate also sent individual letters to all UK nationals and their family members, who need to replace their current residence document. The same information letter is sent to all UK nationals and their family members who arrive to Luxembourg until the end of the transition period.

Assistance

Several Luxembourgish authorities set up specific contact phone numbers and contact emails to provide information in guidance to UK nationals and their family members. More specifically, with regard to the Immigration Directorate, a contact email was put in place ([email protected]) and information over phone is also available (+352 247-84040).

10. Hungary

Residence

EU citizens are obliged to register their residence with the relevant Hungarian authority. This requirement continues to apply for UK nationals and their family members during the transition period. According to the published proposal for the new regulation, the beneficiaries of the WA will have to apply for the new residence status. The new residence scheme will be opened on 1 January 2021. The application period is envisaged to last until 31 December 2021.

Communication and outreach

A bilingual platform launched in March 2019 provides comprehensible information to UK nationals about residence, employment, education, social benefits, applicable law, insurance obligation, customs, excise duty, travel discount, roaming or driving license. This platform is complemented by a targeted website of the immigration authority which provides up-to-date information regarding current and future residency status and relevant procedures. To inform all stakeholders about the upcoming legal and practical changes, the Hungarian authorities held a series of events organized together with the UK Embassy, both physically and online.

Assistance

Informative series of events also ensured the possibility to enquire about special situations. UK nationals seeking assistance may contact the immigration authority via call centre (+36 1 463 9292) or by sending enquiry through the website. Email-boxes or phone numbers of central and regional offices are also published. Client services provide assistance and guidance in person upon online appointment booking. Filing in applications is both possible in person and digitally.

11. Malta

Residence

The new residence scheme opened on 17 February 2020. The application process is staggered according to the place of residence of the UK nationals for those already residing in Malta. Persons arriving during the transition period may submit the application after three months of residence in Malta. All applicants are required to declare criminal convictions. The existing document will continue to be valid until the residence document in the new EU harmonised format is issued. UK nationals and their family members will have until 30 June 2021 to apply for their new residence status.

Communication and outreach

The Maltese authorities have reached out to registered United Kingdom nationals by sending them letters and information leaflets regarding the application process. More information is also available online and in the media. An on-going information campaign on social media targets UK nationals and the general public. It is complemented by brochures distributed to all registered UK nationals, advertisements in local newspapers and local TV stations, and participation in specific programs on TV channels with more information being delivered. The Maltese authorities work closely together with the British High Commission and joint town hall events.

Assistance

Vulnerable UK nationals have priority when attending their appointments and third parties can submit residence application on behalf of housebound persons. UK national can seek assistance on phone (+356 25904800 for Malta and +356 22156122 for Gozo) or by e-mail ([email protected] for Malta or [email protected] for Gozo).

12. The Netherlands

Residence

The residence scheme opened on 1 February 2020. Applicants are guided through an easy to use interface and will have to upload documents that serve as a proof of their situation (a contract of employment for employees, extract from the Chamber of Commerce for self-employed entrepreneurs, a proof of sufficient resources for inactive people, a registration at the educational institution for students …), in addition to a digital copy of their passport. A paper application form is available for those who can’t apply online. After the application has been received, the applicant will receive a certificate of application. Upon receiving this document, the applicant is invited to make an appointment to register the biometrics. Within six months (this period will be much shorter in general), the Immigration and Naturalisation Service (IND) will inform the applicant about the decision and the residence document will be provided. UK nationals and their family members are able to apply for their new residence status until 30 June 2021.

Communication and outreach

The IND has sent all beneficiaries of the WA that are properly registered in the municipal personal record database (BRP) an invitation letter to submit an online application on the IND website, followed by a reminder to those who have not applied. Moreover, beneficiaries of the WA can apply online without an invitation letter since this autumn. A robust communication and awareness raising campaign to inform about changes and to motivate to take required actions targets UK nationals and domestic stakeholders, such as employers, universities and local authorities. The campaign is done both digitally (websites, social media, radio …) and in print (newspapers). It is complemented by a survey amongst UK nationals who have not applied yet to better understand their reasons.

Assistance

In case an applicant needs help, the dedicated Brexit phone line at IND stands ready to assist. UK nationals can call the Brexit line (+31 (0)88 04 30410) all working days to seek information about the rights of residence after the Brexit and about how to submit the residence application. The Dutch authorities made available a paper application for applicants who struggle with submitting their applications digitally.

13. Austria

Residence

The new residence scheme will be opened on 1 January 2021. UK nationals and their family members are entitled to apply for a new residence status (residence permit “Art 50 EUV”) with the competent Settlement and Residence authority in Austria. In addition to a valid identity document, further documents as provided in the WA will have to be submitted with the application. The application is to be made in person. The necessary legislation is in the final stages of being passed by parliament. UK nationals and their family members will have until 31 December 2021 to apply for their new residence status.

Communication and outreach

Austria has set up a homepage and hotline for questions regarding Brexit in the Federal Chancellery. Additionally support is available from the Ministry of the Interior in form of a hotline as well as individual questions by mail. After two rounds of public events in all federal states (in preparation of a no-deal) these offers are very well known in the British community. An outreach event for representatives of the UK community and several key influencers concerning residence aspects of the Withdrawal Agreement was organised in October 2020. Due to COVID-19 further information events had to be cancelled, but they are planned for the 2nd half of 2021 (if necessary).

Assistance

To improve implementation of the Withdrawal Agreement, national authorities are providing on-going training to local authorities in all provinces. All persons, in particular vulnerable UK nationals, will be assisted in making the application by the authorities. Where necessary, the authorities must assist with evidence and supporting documents and advise how the procedure can be accelerated. In most cases only one trip to the authority will be required, as the residence permit will then be mailed to the beneficiary. The Austrian authorities operate Brexit hotline (phone +43 (0) 800 222 666 and e-mail [email protected]).

14. Romania

Residence

The new residence scheme was opened on 1 December 2020. UK nationals and their family members can start to apply for a new document certifying their new status. Applicants will have to register in person, both for the right of residence and right of permanent residence. They will have to fill in the application and provide required supporting documents. Those who already hold a valid permanent residence document issued by the Romanian authorities according to current EU legislation will be able to exchange this document for the new residence document through a simplified procedure. Applications will need to be submitted to the competent territorial unit of the General Inspectorate for Immigration that will decide on the applications within 30 days from the date of their submission. UK nationals and their family members will have until 31 December 2021 to apply for their new residence status.

Communication and outreach

The Romanian authorities have sent individual letters to all resident UK nationals with useful information on the requirements for obtaining the new residence status, administrative procedures and deadlines. The letter also includes an email contact address where UK nationals can ask for clarification. The Romanian authorities inform about the applicable rules, procedures and deadlines for UK nationals to apply for a new residence status via their websites of competent national authorities and their social media. Printed information is also displayed at the local immigration offices. A webinar with experts which included a Q&A session took place on 9 December to further raise awareness of UK nationals about the new applicable conditions.

Assistance

Vulnerable UK nationals will be assisted by the General Inspectorate for Immigration staff in order correctly to submit their applications. Those UK nationals who cannot, for medical reasons, submit their application in person will be registered at home. The individual letter sent to all UK nationals includes a contact address for request for special assistance ([email protected]). UK nationals may also contact by phone or e-mail the local immigration unit in the area where they reside.

15. Slovenia

Residence

The Foreigners Act will be amended to enact the WA. However, since the draft law will not be adopted by the end of 2020, Slovenia will in the interim period between the end of transitional period and the entry into force of the amended Foreigners Act, apply the WA directly. The new residence scheme will be opened on 1 January 2021. UK nationals and their family members will need to apply for a new residence document at the competent authority within one year from the end of the transitional period or before the expiry of the EU citizens’ registration certificate or residence card for a family member of an EU citizen, if the remaining validity of the current certificate or residence card is less than one year from the end of the transitional period.

Communication and outreach

An information campaign is carried out mostly via government web portal gov.si and on government social media accounts. The Slovenian authorities work closely together with the UK embassy.

Assistance

UK national seeking help and assistance can contact the Ministry of Interior (phone +386 1 428 40 00 and e-mail [email protected]) or send a written query on [email protected].

16. Finland

Residence

If UK nationals and their family members wish to continue residing in Finland after the end of the transition period, they may apply for either a right of residence or right of permanent residence under the WA. The enacting legislation entered into force on 1 October 2020. Applications are now accepted via the online system where one can book an appointment to apply for a right of residence or right of permanent residence under the WA. The Finnish Immigration Service also announced the processing fees in September. The applications may be submitted either electronically through Enter Finland online service or using a paper form. UK nationals and their family members will have until 30 September 2021 to apply for their new residence status.

Communication and outreach

The Finnish authorities provide targeted information about Brexit and its consequences for citizens’ rights on different websites and social media. The Finnish Immigration Service (Migri) also provide FAQs on its website and published customer bulletins and other provided information and assistance to Finnish stakeholders. A series of town hall meetings has been organised in a close co-operation with the UK embassy. Migri is currently considering additional communication related to the end of the transition period and further outreach measures for vulnerable persons.

Assistance

UK nationals can ask local social authorities for support and they can contact Migri by phone (0295 419 600) or e-mail ([email protected]). Migri also runs a subject-specific service number (0295 419 629) for EU matters that also provides with assistance in Brexit-related questions.

All customers visiting Migri’s service point to submit their application get personal assistance and a 20 minutes appointment with Migri’s official (to be further extended to 30 minutes at the beginning of 2021). Customers can also get personal assistance while visiting an application centre of an external service provider. Migri is currently constructing “an application finder” in its website that will guide customers in choosing the correct application form in their specific situation.

17. Sweden

Residence

The new residence scheme opened on 1 December 2020. UK nationals and their family members who are in Sweden under the terms of the WA should apply to the Swedish Migration Agency for a new residence status that confers the rights included in the WA. The application is free of charge and can be made either electronically or on paper. In order to provide biometric data for the residence document, a visit to the migration agency will be necessary. UK nationals and their family members will have until 30 September 2021 to apply for their new residence status.

Communication and outreach

Information is provided through the websites and social media accounts of the Government, the Migration Agency and other State Agencies as well as through mass media. The Swedish Migration Agency works closely together with the UK embassy, inter alia through participation in town hall meetings and has a dialogue with civil society, for example Brits in Sweden.

Assistance

The Swedish authorities will contact all municipalities, healthcare regions, the Prison and Probation Service and the National Board of Institutional Care and ask them to inform all UK nationals in their care about their need to apply for residence status. UK nationals seeking assistance or information can contact the Migration Agency by phone (+46 (0)771 235 235) or e-mail ([email protected]). There are contact centres for personal visits, too. UK nationals can also ask their municipal guides (medborgarkontor) if they need assistance.

18. United Kingdom

Residence

The EU Settlement Scheme opened on 30 March 2019 and the deadline for applications is 30 June 2021. It is a digital system and is free of charge. Applicants generally only need to complete three steps – prove their identity, show that they live in the UK and declare any criminal convictions. Applicants can verify their identity using an app, by post, or face-to-face at an ID document scanner location. A paper application form is available for those who can’t apply online.

Communication and outreach

A £4 million marketing campaign has been run to encourage EU citizens to apply. Further marketing is planned for 2021. These communications will target those who are yet to apply; addressing their barriers and motivations to encourage them to act. Advertising has been tested with EU citizens and complements engagement undertaken by the Home Office, including online toolkits for employers, community organisations and local authorities to help them support EU citizens in making their application. Support services and application routes have fully reopened in line with public health guidance. The EU Settlement Resolution Centre provides support seven days a week to assist any person with their application by telephone or email. Additional support is available for those who do not have the appropriate access, skills or confidence to apply online through ‘Assisted Digital’, which can offer assistance over the telephone free of charge.

Assistance

A comprehensive range of support has been put in place to assist vulnerable and at-risk groups, including the elderly, those who cannot access or aren’t confident with technology and non-English speakers. This involves direct support offered by the Government and indirect support through third parties. In 2020/21 the Home Office has made £8 million available to 72 organisations across the UK, including local authorities, to support the more vulnerable and hard to reach EU citizens to apply to the EU Settlement Scheme. This follows the £9m funding allocated in 2019/20. The grant-funded network of 72 organisations provides support to the vulnerable, including disabled people, children, victims of human trafficking or domestic abuse, those with severe mental health conditions, those without a permanent address, those who are homeless and those who are elderly or isolated. Communications materials have also been translated into 26 languages and alternative formats can be requested.

Host state	Start date of applications	Deadline for applications	Links to national websites
Belgium	1 January 2021	31 December 2021	national website
Denmark	1 January 2021	31 December 2021	national website & another link
France	19 October 2020	30 June 2021	national website
Latvia	1 October 2020	30 June 2021	national website
Luxembourg	1 July 2020	30 June 2021	national website & another link
Hungary	1 January 2021	31 December 2021	national website & another link
Malta	17 February 2020	30 June 2021	national website & another link
The Netherlands	1 February 2020	30 June 2021	national website
Austria	1 January 2021	31 December 2021	national website
Romania	1 December 2020	31 December 2021	national website & another link
Slovenia	1 January 2021	31 December 2021	national website
Finland	1 October 2020	30 September 2021	national website
Sweden	1 December 2020	30 September 2021	national website
United Kingdom	30 March 2019	30 June 2021	EU Settlement Scheme

Article 18(4): Declaratory systems

19. Bulgaria

Residence

The new residence scheme opened on 1 February 2020 and issuance of the new residence documents started in the beginning of July. UK nationals and their family members falling under the WA maintain their rights of residence under the legislation applicable to the EU citizens. Those who hold valid Bulgarian residence documents can use them up to one year after the end of the transition period or the expiry date of their documents – whichever comes first. UK nationals and their family members arriving during the transition period have to submit an application in order to be issued a document under the WA within three months from arrival. Legislation, adopted for the state of emergency due the COVID-19 pandemic extended the validity of the documents under the Free Movement Directive (including those issued to UK nationals and their family members) that expire between 13 March 2020 and 31 January 2021 by 6 months.

Communication and outreach

An information campaign started in 2019 and is on-going. Up-to-date information is regularly published in a section of the Ministry of Interior’s website that is dedicated to the rights of the UK nationals under the WA. The website explains the relevant procedures, required documents, application process and other elements. The authorities are in a regular contact with the UK embassy and brief on information on new legislative and administrative developments related to citizen’s rights and clarify all specific issues. Jointly with the UK Embassy the Bulgarian authorities are working on a brochure on citizens’ rights, which will be placed at the disposal of the UK nationals at migration offices.

Assistance

UK nationals may submit questions and receive assistance by contacting the Migration Directorate of the Ministry of Interior by e-mail at [email protected]. The Bulgarian authorities also reply to specific questions of UK nationals forwarded by the UK Embassy. Where UK nationals cannot visit the national authorities in person due to illness, disability or other reasons, they can request that an official comes to their home, hospital or other institution. Migration officers were trained at specialized Brexit workshop and receive regular follow-up guidance on how to assist UK nationals.

20. Czechia

Residence

The new residence scheme opened on 1 February 2020. Lawfully residing UK nationals and their family members continue to reside in Czechia with their existing residence documents and with the same rights as they had before the transition period. They can submit their applications for residence documents issued under the WA as from 1 February 2020. Applicants need to fill in an appropriate form and prove that they are no threat to public policy or public security and present required supporting documents. Temporary residence documents are issued promptly. From 2021 to 2022, temporary residence documents will be replaced with biometric residence documents.

Communication and outreach

The Czech authorities carry out awareness raising campaigns on websites of competent national authorities and social media. At the same time, in close coordination with UK embassy in Prague, the information is shared also through its networks and channels. Several recommendations were published to this end as well as infographic and Q&A paper.

Assistance

The public can find a wide range of information on https://www.brexitinfo.cz. It also provides links to individual institutions and refers to phone line Eurofon ((+420) 800 200 200). Two other contact points can assist companies - Green Line for Export ((+420) 800 133 331) and Client Center for Export (+420) 224 907 820)). The Ministry of Interior runs a hotline for foreigners (phone (+420) 974 820 680 and e-mail [email protected]). All four UK nationals in prison were informed about the implications of Brexit.

21. Germany

Residence

As the legal provisions regarding the new residence scheme went into force on 24 November 2020, authorities are ready to accept submissions of the required notifications of the residence of UK nationals and their family members as of now, while some authorities had enabled such notifications even earlier. Depending on the authority, processing of the notifications had already started or will begin to commence in January at the latest. UK nationals and their family members will obtain the right to stay in Germany under the WA by operation of law. Those without an already issued residence document will have to notify their presence until 30 June 2021. The respective residence document will be issued by the authorities without application, however, the persons must provide the required biometrics and travel document, as well as the information required for the assessment of the existence of the right. Documents in card format will be issued not before 1 January 2021. Frontier workers will have to apply for the respective residence document. Preliminary documents (issued until the residence document is ready) can be obtained upon application, in particular to facilitate travel within the Schengen area.

Communication and outreach

Many decentralised national authorities in charge of the implementation will send individual letters to UK residents. The German authorities are reaching out to UK nationals to raise their awareness and highlight the coming changes. This is done mostly by websites of national authorities, fliers and social media. Specific awareness raising is targeted at German employers and trade unions. Border guards will hand out printed leaflets to all UK nationals leaving and entering the country through external borders. Media outlets serving the British community are helping with spreading information in cooperation with national authorities. A special chat bot operated by the federal customs authorities will provide an additional channel for informing the UK nationals and general public.

Assistance

The German authorities adopted national guidelines for the implementation of the Withdrawal Agreement to ensure uniform and correct implementation of the rules. The laws and the national guidelines for the implementation are designed in a manner that it allows the authorities to operate procedures in a manner reducing administrative burden for the persons concerned to a minimum. In addition to support provided by the International Organisation for Migration (phone +49 (0)30 206066111, e-mail [email protected]) and SSAFA (phone 0800 731 4880, e-mail [email protected]) funded by using the UK Nationals Support Fund, the German authorities must provide information on the rights and obligations of the persons concerned in the administrative procedure. Where necessary, the authorities must assist with evidence and supporting documents and advise how the procedure can be accelerated. The official information provided on the internet on the issue by the federal government is technically designed in a manner that it is thoroughly accessible by the impaired. All institutions, mainly local, which provide assistance to vulnerable persons in all matters of daily life can also assist vulnerable UK nationals.

22. Estonia

Residence

The new residence scheme was opened in December 2020. The new residence status is granted automatically by law adopted in 2019. UK nationals and their family members residing in Estonia will need to request a change of current document for the new residence document. They will be informed via electronic channels when the new residence documents will start to be issued. There are no deadline for exchange of current documents and they can reside and use current residence documents within Estonia up to the end of the date of validity. In case of travel, they will need to exchange their documents for the new residence document.

Communication and outreach

Estonian Ministry of Foreign Affairs and Ministry of Internal Affairs provides relevant information on withdrawal, residence procedures, etc. on their websites, social media pages and various articles on forthcoming changes have been published. Two direct letters to the UK nationals residing in Estonia have been sent by e-mails and next letter will be sent in coming weeks. In cooperation with the UK Embassy in Estonia, several seminars/webinars for UK nationals residing in Estonia have been organised and relevant information, direct letters, etc. are published on their website and social media pages.

Assistance

UK nationals and family members unable to visit the Police and Border Guard Service Centres may turn through a representative, social worker or ask help directly from Police and Border Guard. They can turn directly to the service centre or ask for a home visit in order to submit relevant application, obtain biometric data or take a photo. In addition, the Police and Border Guard Board and consular officers have the right to exempt a person from payment of the state fees or to reduce the state fee rate based on the economic situation of the person or on the reasoned request of a state or local government agency. All residents in Estonia may ask information about application of residence documents directly using ID helpline: +372 666 8888. It is also possible to ask for advice on residence issues directly from migration advisers using phone + 372 612 3500 or sending questions by e-mail: [email protected], booking an appointment with advisors, etc.

23. Ireland

Residence

Under the Common Travel Area (CTA) arrangement between Ireland and the UK, UK nationals can move freely and reside in Ireland, and are afforded a number of associated rights and privileges, including access to employment, healthcare, education, social benefits and the right to vote in certain elections, without any requirement to obtain permission. UK nationals are specifically exempt from ‘non-national’ status under Irish law. Commitment to the CTA was reaffirmed by Ireland and the UK with a Memorandum of Understanding in May 2019. The CTA was also recognised in the Protocol on Ireland/Northern Ireland. While there is no necessity for a UK national resident in Ireland to apply for a residence document, a residence document can be issued to those seeking to document rights under the WA.

The application procedure for obtaining a new residence document under the WA will be available from 1 January 2021 until 31 December 2021 for non-UK family members who hold a residence document issued under the EU Free Movement Directive. Applications can be submitted online via the online registration renewal service which will process the new resident document application centrally. The applicant will need to upload a scanned copy of their passport as well as one or several additional documents depending on their situation. After completing the administrative information and uploading documents, a certificate of application will be sent by e-mail. Once the application has been processed, the residence document will be sent to the applicant’s address of residence in the State.

The application procedure for UK nationals obtaining the new residence document will be available from 1 January 2021 and will remain open-ended. Applications will be in a paper form at the local registration offices of the Immigration Service where biometric data for the residence document will be recorded. The applicant must also produce a valid passport as well as documentation evidencing residence and exercise of rights under the WA. Once the application has been processed, the residence document will be sent to the applicant’s address of residence in the State.

Communication and outreach

Rights associated with the CTA have formed part of the ongoing ‘Getting Ireland Brexit Ready’ campaign, with information on the main Government website (gov.ie), as well as the website of the Department of Foreign Affairs. The information campaign is being organised by the Department of Justice and is carried out in coordination with the UK Embassy and includes details in relation to the residence document for both UK nationals and their non-EEA family members. It will be complemented by proactive social media content on the department’s social channels.

Assistance

Assistance and advice on residence rights is provided by dedicated mailboxes at [email protected] and [email protected].

24. Greece

Residence

A Joint Ministerial Decision on the implementation of the Withdrawal Agreement regarding the issuance of the residence document under Article 18 (4) was published on 19 October 2020.The new residence scheme will be opened on 1 January 2021. UK nationals and their family members will have the right to apply for the new residence document according to the conditions set out in the EU Free Movement Directive. There will be a registration requirement with the application deadline of 30 June 2021. The registration requirement for UK nationals will be optional, while for family members of UK citizens, who are third country nationals, will be mandatory. UK nationals will apply in person at the competent police authorities handling foreigners’ issues of the place of their residence, while family members of UK nationals, who are non-EU or UK nationals, will apply at the competent Foreigners and Migration authorities of the decentralized Administration of their place of residence. The current residence documents that have been issued under the EU Free Movement Directive can be used as proof of the previous status of UK nationals and their family members when they prove their residence status under the WA.

Communication and outreach

The competent Greek authorities provide simplified information on procedures and supporting documents on their websites and social media. Short videos will be widely disseminated on social media and websites of national authorities in next months to inform UK nationals about the procedures and what they should do. This is further corroborated by a close co-operation with the UK embassy. The Ministry of Migration and Asylum intends to inform non-EU family members of UK nationals about the need to apply for a new residence document and invite them to request an appointment.

Assistance

The Greek authorities adopted national guidelines for the implementation of the Withdrawal Agreement to ensure uniform and correct implementation of the rules. The guidelines are addressed both to national authorities and the general public. Vulnerable UK nationals who cannot visit the competent authorities in person will be visited by police officers to assist with the application and collection of biometric data. Furthermore, their family members or lawyers can apply on their behalf. UK nationals seeking assistance can contact either the local police authority or the headquarters of the Hellenic Police (Aliens Division) via e-mail ([email protected]) or by phone ((+30)213 152 0132 or 213 152 0427) for assistance or advice. Another helpline ([email protected]) will be operated by the Ministry of Foreign Affairs.

25. Spain

Residence

The new residence scheme opened on 6 July 2020. The procedure for obtaining the new residence document under the WA depends on the situation in which UK nationals and their family members find themselves.

a. Those holding a residence document issued under the EU Free Movement Directive will need to visit the police station to have their residence document replaced by a residence document issued under the WA (with the sole exception of family members with a temporary residence card who apply for a permanent one, for which a two-step procedure has been established).

b. Beneficiaries of the WA without an existing residence document and family members with a temporary card who apply for a permanent one will have to undergo a two-step procedure. First, they will have to visit the Immigration Office that will evaluate compliance with the requirements as established in the WA. If the conditions are met, they will have to request the residence document from the police station.

The residence document will indicate whether the residence is permanent or temporary. There is no deadline for the exchange of current residence documents for those in new format. UK nationals and non-UK family members can use current residence documents. In case of travel, possession of the new residence document will facilitate border crossing as it will be the proof of the status of the beneficiaries of the WA.

Communication and outreach

Spain, since the first quarter of 2020, has implemented a robust communication campaign, pushed forward by its authorities in traditional and also in social media. The Office of the Prime Minister is leading a communication strategy based in reaching out to the largest possible amount of people throughout the websites of the different ministries and also via social media platforms. The goal of this campaign is to inform citizens, not only about residence rights, but also about other related issues, such as traveling or voting rights, tourism, study programmes, etc. Furthermore, Spanish authorities have also published a document (in the form of a guidebook in Spanish and also translated to English) that answers questions related to residence procedures. In addition to this, Spanish authorities have worked - and continue working closely - with the Embassy of the United Kingdom. Thanks to this cooperation, the Spanish authorities have produced together a number of videos and we have also shared various joint messages in order to improve confidence and to provide security to UK nationals and their family members living in Spain. The Spanish authorities also have shared information via the “tripartite labour commission of immigration” with trade unions and business organisations.

Assistance

All measures the Spanish administration offer to vulnerable citizens are also available for UK nationals. To facilitate the application process for vulnerable persons who may be unable to lodge their applications in person, the Spanish authorities accept applications submitted by legal representative. Furthermore, enquiries and questions can be solved by phone (“060” phone number). This line, inter alia, provides information and prepares UK nationals for the new application process. In addition to this, questions can be posted in twitter accounts of competent national authorities.

26. Croatia

Residence

The new residence scheme is envisaged to be opened on 1 January 2021. All UK nationals and their family members will have to register with the competent Croatian authority, as is already the case for EU citizens under Article 8(1) of the EU Free Movement Directive. The relevant provisions of the EU Free Movement Directive will continue to apply with respect to the supporting documents that need to be submitted with application. The new residence document will be issued in the format provided for by the relevant Commission Implementing Decision and will include statement that it has been issued in accordance with the WA. Draft implementing law is currently considered by the Croatian Parliament.

Communication and outreach

UK nationals and their family members and informed about their residence rights, but also driving licences and border checks, by websites of competent national authorities. National authorities work closely together with the UK embassy.

Assistance

Vulnerable UK nationals will be assisted by local immigration staff (in police administrations or police stations) either by phone or e-mail (will be made available on the Ministry of Interior’s website dedicated to Brexit) in order to correctly submit their applications. Vulnerable UK nationals who cannot visit the competent authorities in person due to medical reasons, will be able to submit their applications via third parties (such as lawyers, family members of the same household or officials of homes for elderly) or by post. They will also be assisted As with collection of biometric data, and when needed, home visits can be arranged upon appointment. They can also seek assistance from the Ministry of Interior by phone (+01 385 3788563) or contact website (https://mup.gov.hr).

27. Italy

Residence

The new residence scheme opened on 1 February 2020. UK nationals and their family member should inform their municipality of residence (comune) of their presence before the end of the transition period and follow the existing rules for EU citizens in Italy (the EU Free Movement Directive, as transposed in Italy by the Legislative Decree n. 30 of 6 February 2007). Pending the implementation of the relevant Commission Implementing Decision, they will receive a certificate of inscription in the population register of the municipality (attestazione anagrafica). Starting from 1 January 2021, UK citizens and their family members, who are registered in the Italian population register at 31 December 2020, can apply for the issue of the new electronic residence document at the competent police office of the province of residence. As regards residence rights, no specific legislation is needed to implement Commission Implementing Decision C (2020) 1114 final of 21 February 2020.

Communication and outreach

The competent Italian authorities provide updated information on their websites and work closely together with the UK Embassy to raise awareness of UK nationals, their family members and other stakeholders on all the initiatives taken and measures adopted and, in particular, on the need for UK nationals residing in Italy who haven’t yet done so, to inform their municipality of residence of their presence before the end of the transition period. Furthermore, the Italian Ministry of Interior has recently prepared a vademecum, in Italian and in English, addressed both to competent public offices and UK nationals and their family members, which provides simplified and targeted information about Brexit, its consequences on citizens’ rights and the procedures needed for the issue of residence documents.

Assistance

The Italian Ministry of Interior has adopted administrative circulars for the implementation of the WA addressed to local authorities to ensure uniform and correct implementation of the procedures related to the issue of the certificate of inscription in the population register of the competent municipality of the UK citizens residing in Italy and their family members. From 1 January 2021 the competent police offices will facilitate, for UK nationals and their family members, the setting of appointments to issue the new residence document.

28. Cyprus

Residence

The new residence scheme will be opened on 1 January 2021. An online application process is scheduled to start on that date. Cyprus will not require eligible UK nationals and their family members to replace their residence documents issued under the EU Free Movement Directive, where those documents can be used as means of proof of their right to stay in the Republic of Cyprus. Beneficiaries of the WA will have the right to apply for the new type of residence document based on Article 18(4) of the WA as of 1 January 2021. UK nationals can submit their application either through the online site or at the Local Immigration Offices and at the Civil Registry and Migration Department. Those who hold a valid residence document issued under the EU Free Movement Directive will only need to submit a valid passport as proof of identity in their new application. UK nationals who have not obtained a residence document under EU law before the end of the transition period will be entitled to apply for the new residence document under the WA and will have to submit documentary evidence of their residence in Cyprus prior to the end of the transition period.

Communication and outreach

The Cypriot authorities will carry out an information campaign on residence rights and residence documents from mid December 2020 to mid January 2021. The campaign should raise awareness about the impact of Brexit on UK residents and guide them toward dedicated website https://brexit.com.cy/en/. The campaign will use local English media and newspapers, both in print and on-line, and utilise social media and targeted advertisements.

Assistance

The Cypriot authorities work closely with the UK High commission and the UK NGOs to help vulnerable UK nationals complete their applications and apply on their behalf. The UK nationals needing assistance with applications can contact [email protected]. They can also find more about online applications at eas.crmd.moi.gov.cy that will be operational soon. NGOs can be contacted by phone (CRPG at 00357- 99749531 and SSAFA at 00357-99556916) or e-mail ([email protected] and [email protected]).

29. Lithuania

Residence

The new residence scheme is expected to open on 1 January 2021. New residence status will be granted automatically by law. There will be no deadline for exchange of current documents issued under the EU Free Movement Directive and UK nationals can reside and use current residence documents up to the end of the date of validity. In case of travel abroad, they will need to exchange their documents for the new residence document. Family members (non-EU or UK nationals) of UK nationals should apply for a new document in three months after 1 January 2021.

Communication and outreach

The Lithuanian authorities plan to send an individual letter to UK nationals residing in Lithuania. The letter will provide information on what steps they should take to obtain a new residence document. This information will be also duplicated on websites and social media of competent national authorities. The Lithuanian authorities regularly co-operate with the UK Embassy to help raising awareness of UK nationals and other stakeholders and to answer questions raised by UK nationals.

Assistance

Vulnerable UK nationals unable to visit the Migration Department can order mobile visiting service by phone. UK nationals can book a consultation with the Migration Department and ask for information by phone (8 707 67000, or +370 5 271 7112 when calling from abroad) or by e-mail to [email protected].

30. Poland

Residence

The new residence scheme will be opened on 1 January 2021. The legislative procedure to enact Article 18(4) is ongoing. There will be no obligation for UK nationals and their family members to obtain a new residence status and residence document as a condition for legal residence in Poland under the WA. Persons qualifying for residence rights under the WA will be issued, upon application, with a residence document of the same kind as those issued under the EU Free Movement Directive with a statement that these documents had been issued in accordance with the WA. A certificate of application will be issued. The residence documents will be issued in a new uniform format and will not bear a reference to EU citizen or the EU Free Movement Directive. Residence documents granted before the end of transition period will remain valid until 31 December 2021 at the latest.

Communication and outreach

An information campaign on residence rights is running since February 2019. The competent Polish authorities provide updated information on their websites and social media accounts and disseminate it further via local government websites and direct services, such as local information points. The Polish authorities also organised a series of outreach meetings with UK nationals to inform their about changes and their rights.

Assistance

The Polish authorities dealing with the issuance of residence documents will assist UK nationals with special needs who may also be exempted from the requirement to apply in person. The Polish authorities established a dedicated Brexit questions mailbox (https://www.brexit.gov.pl/przedsiebiorca/zapytaj-eksperta) where one can ask any Brexit related questions. The International Organisation for Migration also provides support with the application process (contact by phone 224902044 or e-mail at [email protected]).

31. Portugal

Residence

UK nationals residing in Portugal must apply for the new residence document through an online platform (Brexit Portal) which started operating on 3 December 2020. Once the registration on the Brexit Portal is completed, the applicant will receive a digital document in the form of a QR code that can be downloaded and printed. SEF (Serviço de Estrangeiros e Fronteiras) will then set an appointment for the UK national to provide his/her biometric data for the issuance of the new residency card, starting from 1 January 2021. The registration process on the Brexit Portal is facilitated if the UK nationals residing in Portugal have obtained a registration certificate at the local town hall, which they should do until 31 December 2020. UK nationals who do not have such registration certificate by the 1 January 2021, but are beneficiaries of the WA, will also be able to make their appointment, where they will be asked to provide documents that prove it.

Communication and outreach

Since 19 October 2020, campaigns are being developed in partnership with the UK Embassy in Lisbon in order to provide information to UK nationals about the procedures they have to comply with. This has included uploading information on the relevant websites and social media, as well as the production of flyers and of a short video, which has benefited from media coverage. A new information campaign dedicated to the registration process for the issuance of the new residency card will be launched very soon.

Assistance

UK nationals seeking assistance or information can contact Brexit line by calling +351217115057 or consult the website https://imigrante.sef.pt/brexit/. More information on the registration process is available on the Brexit Portal https://brexit.sef.pt/.

32. Slovakia

Residence

The new residence scheme opened on 1 February 2020. As of 1 January 2021, the current residence status of UK nationals and their family members under the EU Free Movement Directive will be transformed ex lege into corresponding permanent or pre-permanent residence status depending on the length their previous stay in Slovakia and they will have until 30 June 2021 to apply for a new residence document.

Communication and outreach

A leaflet with information on deadlines and obligations will be sent in December to all UK nationals who have not yet exchanged their residence documents. The Slovak authorities work closely together with the UK embassy. The Slovak authorities have published all the necessary information on their websites on the applicable rules and steps UK nationals should take to prepare for the change. The Slovak authorities use social media and targeted advertisement to reach UK nationals. They also rely on articles and promo articles in media and poster campaigns. This information and awareness raising measure is complemented by a campaign of the International Organisation for Migration that is funded by the UK authorities. This campaign should raise awareness about website https://www.uknationals.iom.sk and provide the support needed (phone 00421 908 342 340).

Assistance

Vulnerable UK nationals are approached by the Slovak authorities on an individual basis, depending on the form of vulnerability and type of help or support needed. In addition to personal support to vulnerable persons (people living with disabilities, chronically ill, persons with language, literacy or technological barriers) and counselling by the IOM, UK nationals can also contact the Ministry of Interior at [email protected].

Host State	Start date of applications	Links to national websites
European Union
Bulgaria	1 February 2020	national website & another link
Czechia	1 February 2020	national website & another link
Germany	1 January 2021[footnote 2]	national website & another link
Estonia	1 December 2020	national website
Ireland[footnote 3]	1 January 2021	national website & another link
Greece	1 January 2021	national website
Spain	6 July 2020	national website & another link
Croatia	1 January 2021	national website
Italy	1 February 2020	national website
Cyprus	1 January 2021	national website & another link
Lithuania	1 January 2021	national website
Poland	1 January 2021	national website
Portugal	3 December 2020	national website
Slovakia	1 February 2020	national website

Annex A – Statistical information for host States with a constitutive system

Data referred to in this report can be found in the tables below. Data table notes:

1. Figures in these tables have been reported by EU Member States and the UK and are provisional, subject to change and dated according to each national system.

2. Figures are rounded to the nearest 100, therefore table breakdowns may not match overall totals, unless where the figure is lower than 500. Data indicates how many citizens have received non-permanent residence (Article 13) and how many have received permanent residence (Article 15).

3. For the UK, the ‘Total’ includes data since testing of the EU Settlement Scheme began.

4. Applications that have received an outcome of refused (outside the personal scope or negative suitability decision), withdrawn or void (e.g. applications from an individual who cannot be granted leave, or applications withdrawn at the applicant’s request), or incomplete (where the required proof of identity and nationality or other mandatory information was not included) were, for the UK, previously grouped together under the ‘other outcomes’ category (see the user guide for more detail).

5. In the UK, EEA EFTA (Iceland, Liechtenstein, Norway) nationals, Swiss nationals and their family members are also able to apply to the EU Settlement Scheme. The statistics in this report include these application in the totals provided. Further breakdowns by nationality are available on GOV.UK.

Table 1: applications for a new residence status in constitutive systems – overview

	Total	Report date
European Union		11 December 2020
Estimated number of UK nationals and their family members that need to apply	299 300
Applications received	87 200
Applications concluded	32 200
United Kingdom		30 November 2020
Estimated number of EU citizens and their family members that need to apply	3 500 000 – 4 100 000[footnote 4]
Applications received	4 478 800
Applications concluded	4 280 400
Permanent residence (Article 15)	2 335 300
Non-permanent residence (Article 13)	1 825 500
Refused	29 000
Withdrawn or void	42 900
Incomplete	47 700

Table 2: applications for a new residence status in constitutive systems – by host State

Host State	Estimated number of UK/EU residents [footnote 5]	Total received	Total concluded	Report date
European Union	299 300	87 200	32 200	11 December 2020
Belgium	22 400	not in operation	not in operation	11 December 2020
Denmark	19 000	not in operation	not in operation	11 December 2020
France	148 300	48 900	no data yet	27 November 2020
Latvia	1 200	no data yet	no data yet	10 December 2020
Luxembourg	5 300	2 800	1 600	11 December 2020
Hungary	5 500	not in operation	not in operation	10 December 2020
Malta	13 600	1 200	0	11 December 2020
The Netherlands	45 000	32 000	30 500	30 November 2020
Austria	11 200	not in operation	not in operation	11 December 2020
Romania	3 000	no data yet	no data yet	11 December 2020
Slovenia	800	not in operation	not in operation	11 December 2020
Finland	5 000	1 100	120	8 December 2020
Sweden	19 000	1 200	no data yet	8 December 2020
United Kingdom	3 500 000 – 4 100 000	4 478 800	4 280 400	30 November 2020

Annex B – Statistical information for host States with a declaratory system

Data referred to in this report can be found in the tables below. Data table notes:

1. Figures in these tables have been reported by EU Member States and are provisional, subject to change and dated according to each national system.

2. Figures are rounded to the nearest 100, therefore table breakdowns may not match overall totals, unless where the figure is lower than 500.

3. Refused: outside the personal scope or negative criminality check; Withdrawn: applications withdrawn at the applicant’s request; Incomplete: the required proof of identity and nationality or other mandatory information was not submitted by the applicant.

Table 1: applications for a new residence document in declaratory systems – overview

	Total	Report Date
European Union		11 December 2020
Estimated number of UK nationals and their family members that may apply	734 400
Applications received	81 600
Applications concluded	53 700

Table 4: applications for a new residence document in declaratory systems – by host State

Host State	Estimated number of UK residents[footnote 4]	Total received	Total concluded	Report date
European Union	734 400	81 600	53 700	11 December 2020
Bulgaria	10 000	4 500	4 400	26 November 2020
Czechia	8 800	900	700	31 October 2020
Germany	100 000	no data yet	no data yet	9 December 2020
Estonia	1 400	no data yet	no data yet	11 December 2020
Ireland	115 000	not in operation	not in operation	11 December 2020
Greece	28 000	not in operation	not in operation	11 December 2020
Spain	359 500	74 400	47 000	9 December 2020
Croatia	1 000	not in operation	not in operation	11 December 2020
Italy	29 300	1 400	1 200	31 October 2020
Cyprus	37 000	not in operation	not in operation	11 December 2020
Lithuania	700	not in operation	not in operation	11 December 2020
Poland	6 500	not in operation	not in operation	30 November 2020
Portugal	34 500	no data yet	no data yet	11 December 2020
Slovakia	2 700[footnote 6]	400	400	November 2020

1. References to Articles are to be considered as reference to Articles of the Withdrawal Agreement, unless specified otherwise. ↩

2. Some local authorities already accept residence applications. ↩

3. Common Travel Area will apply. See Ireland section for further information. ↩

4. Published estimates for EU citizens resident in the UK and their family members were 3.5m to 4.1m. This is from the March 2019 Impact assessment - https://www.legislation.gov.uk/ukia/2019/74/pdfs/ukia_20190074_en.pdf. The following caveats from the Office for National Statistics should also be noted on the use of the Annual Population Survey, from which these estimates are derived. https://www.ons.gov.uk/peoplepopulationandcommunity/populationandmigration/internationalmigration/articles/noteonthedifferencebetweenonspopulationestimatesbynationalityandhomeofficeeuropeanunionsettlementschemeeussstatistics/2020-02-24 ↩ ↩²

5. Including third-country national family members. ↩

6. Excluding third-country national family members. ↩