FFL Bound Book Guide: How to Maintain Your A&D Records in 2026

What is the A&D Book?

The acquisition and disposition record is a federally mandated log of every firearm that enters and leaves your inventory. It is required under 27 CFR § 478.122-125 for all Federal Firearms Licensees. The ATF uses these records — in combination with your Form 4473 files — to trace the chain of custody of any firearm from manufacturer to final retail purchaser.

When a firearm is recovered at a crime scene, the ATF trace process works backward through the distribution chain: manufacturer to distributor to dealer. Your A&D book is where that trace ends. If the ATF can't trace a firearm through your records because of missing entries, incomplete information, or discrepancies between your book and your 4473s, that's both a compliance violation and a public safety failure.

What Must Be Recorded

Every firearm that comes into your possession and every firearm that leaves your possession must be recorded. There are no exceptions based on how long you hold the item, how it was acquired, or how it was disposed of.

Acquisition (Incoming) — What to Record

When you receive a firearm from any source, you must record:

• Manufacturer and/or importer. For imported firearms, record both the foreign manufacturer and the U.S. importer (e.g., "HS Produkt / Springfield"). Recording only the brand name is a common error.
• Model. Record the model designation exactly as it appears on the firearm.
• Serial number. Record the complete serial number, including any prefix or suffix letters. Transcription errors are among the most common A&D violations.
• Type. Pistol, revolver, rifle, shotgun, receiver/frame, or other.
• Caliber or gauge.
• Date of acquisition. The date you physically take possession — not the date it was shipped.
• Name and address of the source. For FFLs: business name, address, and FFL number. For non-licensees: name, address, and date of birth or age.

Disposition (Outgoing) — What to Record

• Date of disposition.
• Name and address of the transferee. Should match the corresponding Form 4473 for non-licensee transfers.
• NICS transaction number or state equivalent.
• Form 4473 serial number (if applicable). Creates a direct cross-reference between the two records — invaluable during inspections.

When to Record

Acquisitions must be recorded by the close of the next business day following receipt. If a shipment arrives on Tuesday, all firearms should be logged by close of business Wednesday.

Dispositions must be recorded at the time of the transaction or by the end of the business day on which the transfer occurs.

Acquisitions & Dispositions FFLs Commonly Miss

Several categories of transactions are frequently overlooked, leading to inventory discrepancies that raise red flags during inspections.

Acquisitions Often Missed

• Customer trade-ins. The incoming firearm must be logged as an acquisition — many dealers record the sale but forget the trade-in.
• Pawn redemption returns / forfeitures. Firearms that are forfeited and become your inventory must be logged.
• Consignment firearms. Taking a firearm on consignment means taking it into your inventory. It must be logged.
• Firearms received for repair. A firearm from a non-licensee for gunsmithing must be logged in and logged out.
• Privately made firearms (PMFs). Under current rules, if you receive a PMF, you must mark it with a serial number using your abbreviated FFL number as a prefix and record it.
• Firearms returned by law enforcement.

Dispositions Often Missed

• Theft or loss. Must be recorded as a disposition with a notation. Also requires ATF and law enforcement notification within 48 hours.
• Firearms destroyed. Record with date and method.
• Returns to manufacturers or distributors. A warranty return requires a disposition entry.

The Most Common A&D Violations

Based on ATF inspection data and industry compliance reporting:

• Missing or incomplete acquisition entries. Firearms in your physical inventory that don't appear in your A&D book.
• Missing or incomplete disposition entries. No transfer date, no transferee name, no 4473 reference.
• Serial number errors. Transposed digits, missing prefix/suffix letters, or illegible handwriting.
• Inventory discrepancies. Firearms present without entries, or entries without corresponding firearms.
• Late entries. Gaps between receipt dates and acquisition logging dates.
• Manufacturer/importer errors. Recording only the brand name for imported firearms.

Paper vs. Electronic Bound Books

Paper Bound Books

The traditional format. Simple and requires no technology, but vulnerable to legibility issues, slow retrieval during inspections, and manual correction requirements. Corrections must be a single line through the error, with the correct information written nearby, initialed and dated. White-out, erasure, or overwriting is never permitted.

Electronic Bound Books

Searchable records, legible entries, automated cross-referencing with 4473 records, and instant retrieval. The ATF requires that electronic systems maintain data integrity (tamper-evident audit trails), produce printed copies on demand, and be available during business hours.

Inspection Preparation: A&D Readiness

The A&D book is one of the first things an IOI will ask to see.

• Conduct regular self-audits. Monthly: pick 10 random firearms, verify each has a complete acquisition entry. Pick 10 recent dispositions, verify each has a corresponding 4473. Quarterly: full physical inventory count and reconciliation.
• Resolve discrepancies immediately. Document what you found, what caused it, and what you did to correct it. Self-identified and self-corrected issues demonstrate proactive compliance.
• Keep your book current. Log acquisitions the same day. Log dispositions at the time of sale.
• Train every employee. Anyone who receives firearms or processes sales needs to understand A&D requirements. Document the training.

The Bound Book and Your 4473s: The Critical Connection

Your A&D book and your Form 4473 files are two sides of the same compliance coin. Every firearm disposition to a non-licensee should have a corresponding 4473. Every 4473 should correspond to a disposition entry. When an IOI finds a mismatch, that's a finding in both records.

Systems that integrate your bound book with your 4473 workflow eliminate this gap automatically. When a 4473 is completed and approved, the disposition entry is created from the same data — no manual transcription, no risk of mismatched serial numbers.