ATF Form 4473: The Complete Section-by-Section Guide for FFLs (2026)
The definitive professional reference for Federal Firearms Licensees — covering every section of the Firearms Transaction Record, the most common compliance pitfalls, NICS procedures, record retention requirements, and how digital 4473 workflows prevent the errors that put your license at risk.
Last updated: February 2026 | Reading time: ~20 minutes | Audience: FFLs, pawn shops with firearms, gun store owners and managers
Table of Contents
1. What Is ATF Form 4473?
ATF Form 4473 — officially titled the Firearms Transaction Record — is the federal document required by the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) every time a Federal Firearms Licensee (FFL) transfers a firearm to a non-licensee. It is the single most important compliance document in your operation.The form serves three critical purposes:
Legal record of the transfer — It documents who purchased which firearm, when, and from which licensee.
Background check initiation — The information provided by the buyer is used to run a National Instant Criminal Background Check System (NICS) query to determine eligibility.
Compliance audit trail — ATF Industry Operations Investigators (IOIs) review your 4473 records during inspections to verify that every firearm disposition in your A&D book has a corresponding, properly completed form.
Form 4473 errors account for seven of the top ten ATF compliance violations cited during inspections. That's not a statistic to take lightly — it means the form you handle most frequently is also the one most likely to put your license at risk.The current version of the form was revised in August 2023 (mandatory as of February 2024), incorporating changes required by the Bipartisan Safer Communities Act (BSCA) and ATF Final Rule 2021R-05F. If your store is still using a pre-2024 revision, you are out of compliance.
2. When Is a Form 4473 Required?
A Form 4473 must be completed any time a firearm leaves your A&D (Acquisition & Disposition) record and is transferred to a non-licensee. This includes situations that many newer FFLs don't immediately recognize:
Retail sales — The most common scenario. Customer buys a firearm over the counter.
Trades — When a customer trades in a firearm and receives a different one, the outgoing firearm requires a 4473.
Pawn redemptions — This is a critical one that catches pawn shops off guard. When a customer redeems a firearm from pawn, it is a disposition from your licensed inventory. A new Form 4473 and background check are required — even though the customer previously owned the firearm. (Learn more about 4473 requirements for pawn shops.)
Private party transfers through an FFL — If state law requires private sales to go through a licensed dealer, you process a 4473 for the recipient.
Online/shipped transfers — When a firearm is shipped to your store for transfer to a customer, you are the transferring FFL and must complete the 4473.
When a 4473 is NOT required: FFL-to-FFL transfers (documented on your A&D book only), return of a repaired firearm to the same person who submitted it, and law enforcement or government agency acquisitions under specific exemptions.
3. Section A: Firearm Description (Completed by the FFL)
Section A is where the dealer records the details of every firearm being transferred. This section is completed before the buyer fills out their portion.
What You Record in Section A
Manufacturer and/or Importer — For imported firearms, you must list both the foreign manufacturer and the U.S. importer (e.g., "HS Produkt / Springfield"). This is one of the most commonly missed details.
Model — The manufacturer's model designation.
Serial Number — Must match exactly what is on the firearm and in your A&D book. If no serial number exists (certain pre-1968 firearms), record "NSN" or "None Visible."
Type — Pistol, revolver, rifle, shotgun, receiver/frame, or other.
Caliber or Gauge
Key Changes in the Current Revision
Privately Made Firearms (PMFs): The current form now requires that PMFs be specifically identified in Section A. If your FFL takes a privately made firearm into inventory, it must be marked with your abbreviated license number as a prefix to a unique identification number before it can be transferred.Pro Tip: Serial number transcription errors — transposed digits, misread characters (0 vs. O, 1 vs. l) — are among the most cited violations during ATF inspections. Digital 4473 systems eliminate handwriting legibility issues entirely, and integrated systems that pull serial numbers directly from your A&D book remove the opportunity for transcription errors at the source.
4. Section B: Transferee/Buyer Information
Section B is completed by the buyer (transferee) and is where the majority of 4473 errors originate. This section captures the buyer's identity, residency, and legal eligibility to possess firearms.
Personal Information (Questions 1–17)
The buyer provides their full legal name, physical address, place of birth, date of birth, Social Security Number (optional but recommended for faster NICS processing), sex, ethnicity, race, height, weight, and state of residence.The #1 Administrative Problem: Address Mismatch (Question 10)The current residential address in Question 10 must match the address on the government-issued photo ID presented. When it doesn't — because the buyer recently moved, or their ID shows a slightly different format (e.g., "Apt. 2B" vs. "2B") — it triggers a rejection that requires supplemental documentation such as a utility bill, vehicle registration, or other government document.New in the Current Revision: The buyer is now asked whether they "Reside in City Limits?" — a question that confuses many buyers. If their mailing address lists a city name but they physically reside outside city limits, they should answer "No."
The Eligibility Questions (Questions 21.a–21.n)
This is the most legally consequential part of the form. These yes-or-no questions determine whether the buyer is a "prohibited person" under federal law.Question 21.a: "Are you the actual transferee/buyer?"This is the primary anti-straw-purchase question. The answer must be "Yes." Purchasing a firearm on behalf of someone else (a "straw purchase") is a federal felony — even if the intended recipient is legally eligible. The only exception: bona fide gifts where no reimbursement is involved.Questions 21.b and 21.n (New in Current Revision):These two questions were added to strengthen straw purchase enforcement under the Bipartisan Safer Communities Act:
21.b asks whether the buyer intends to acquire the firearm for sale or disposition to a prohibited person (someone described in questions 21.c through 21.m).
21.n asks whether the buyer intends to dispose of the firearm in furtherance of a felony, terrorism, or drug trafficking offense.
Both questions require a "No" answer. These questions confuse many buyers because the wording is dense and legalistic. The correct answer for a lawful buyer to both questions is "No" — meaning "No, I do not intend to do any of those things."Questions 21.c–21.m: Prohibited Person ScreeningThese questions cover the categories of persons prohibited from possessing firearms under 18 U.S.C. § 922(g) and (n):
Felony convictions or current indictments (21.c, 21.d)
Fugitives from justice (21.e)
Unlawful users of controlled substances (21.f) — this includes marijuana, regardless of state legalization
Adjudicated mental defective or committed to a mental institution (21.g)
Dishonorable discharge from the Armed Forces (21.h)
Subject to a qualifying restraining order (21.i)
Convicted of a misdemeanor crime of domestic violence (21.j)
Renounced U.S. citizenship (21.k)
Alien illegally in the U.S. (21.l)
Nonimmigrant visa holder (21.m) — with specific exceptions
Buyers must answer every question. Any "Yes" answer to questions 21.c through 21.l results in a prohibited transfer. The form cannot proceed. (See the most common Section B errors and how to prevent them.)
Buyer Signature and Certification (Questions 18–19)
The buyer must date and sign the form, certifying that all answers are true and correct. Missing signatures are a surprisingly common violation — they're easy to overlook on a busy Saturday, and the form cannot be legally completed without them.
5. Section C: Background Check & NICS
Section C is where the FFL verifies the buyer's identity documentation and initiates the NICS background check.
ID Verification (Questions 20–26)
The FFL must examine a valid government-issued photo ID. Record the document type, number, issuing authority, expiration date, and confirm it matches the buyer's information in Section B. If the address on the ID does not match the address in Question 10, the buyer must provide acceptable supplemental documentation.
NICS Check (Question 27)
Record the date the background check was initiated and the response:
Proceed — The transfer may be completed.
Delayed — NICS needs additional time to research. The FFL may not transfer the firearm until a "Proceed" is received or three business days have elapsed without a denial (commonly called the "Brady Transfer Date" or "default proceed"). Note that some states prohibit default proceeds.
Denied — The transfer may not be completed. The firearm stays in your inventory.
Cancelled — The transaction was stopped before a final determination.
Critical Rule: A NICS check is only valid for 30 calendar days from the date the check was initiated. If the transfer hasn't been completed within 30 days, a new NICS check must be run. The current form revision requires the FFL to certify that the transfer occurred within this 30-day window.
NICS Exceptions (Questions 28–29)
A NICS check is not required if the transfer qualifies for an exception under 27 CFR 478.102(d). Common exceptions include NFA transfers where the buyer already passed a background check, and buyers who present a valid state-issued carry permit that qualifies as a NICS alternative (varies by state). Record the applicable exception and the permit/license details.
6. Section D: Recertification for Delayed Transfers
If the firearm is not transferred on the same day the buyer completed Section B, Section D must be completed on the day of the actual transfer. The buyer re-certifies that their answers in Section B are still true and correct by signing and dating Section D.This commonly applies when:
A NICS "Delay" response pushes the transfer to a later date
State-mandated waiting periods apply
The buyer returns on a different day to pick up the firearm
Common mistake: Forgetting to have the buyer complete Section D when the transfer date differs from the date Section B was signed. This is a frequently cited violation that is entirely preventable with a proper workflow — or a digital 4473 system that flags the requirement automatically.
7. Section E: Dealer Certification & Final Transfer
Section E is the FFL's final certification. The transferor (dealer or employee who completed the transaction) certifies that:
They have read and understand the form's notices, instructions, and definitions
All information in Sections A, C, and E is true, correct, and complete
The transaction was completed at the licensed business premises
The firearm transfer occurred within 30 days of the initial NICS contact
They have no reason to believe the buyer is prohibited from receiving firearms
Record the date of transfer, your FFL number, the trade/corporate name, and the transferor's name and signature. Every field matters — incomplete Section E entries are among the most cited violations during inspections.
8. The 10 Most Common ATF Form 4473 Errors That Lead to Violations
Based on ATF inspection data and industry compliance reporting, these are the errors most likely to result in findings during an audit:
Address mismatch between Question 10 and the buyer's ID — No supplemental documentation collected or recorded.
Missing or incomplete ethnicity/race fields — The current form requires both ethnicity and race selections. Leaving either blank is a violation.
Illegible handwriting on paper forms — Names, addresses, and serial numbers that can't be read during an audit are treated as incomplete.
Missing buyer signatures or dates — Sections B and D both require dated signatures from the buyer.
Serial number transcription errors — Mismatches between the 4473 and the A&D book raise immediate red flags.
Failure to complete Section D on delayed transfers — When the transfer date differs from the date Section B was completed.
NICS check expired beyond 30 days — Transferring a firearm on a NICS check older than 30 calendar days.
Missing or incorrect importer information — Failing to record both the foreign manufacturer and U.S. importer for imported firearms.
Incorrect "over-the-counter" certification — Not confirming that the transaction was conducted at the licensed premises.
Incomplete NICS documentation — Missing the NICS transaction number, date, or response status in Question 27.
For a deeper dive into the single biggest cause of 4473 errors and how to prevent it, read: The Single Biggest Cause of ATF Form 4473 Errors (And How to Fix It).
9. Paper vs. Digital 4473: What FFLs Need to Know in 2026
The ATF permits electronic completion of Form 4473 when specific conditions are met. As of 2026, digital 4473 adoption is accelerating across the industry — and for good reason.
Paper 4473 Challenges
Illegible handwriting is a leading source of compliance findings
No built-in validation — buyers can skip required fields without anyone catching it until review
Physical storage requirements grow every year (current rules require lifetime retention for active FFLs)
Retrieval during inspections is slow and stressful — finding a specific form from years ago in filing cabinets
Manual transcription to the A&D book creates additional error opportunities
Digital 4473 Advantages
Required-field enforcement — The form cannot be submitted until every mandatory field is completed
Conditional logic — Questions are shown or skipped automatically based on prior answers, reducing buyer confusion
Legibility guaranteed — Typed entries eliminate handwriting issues entirely
A&D alignment — Integrated systems keep your 4473 and bound book in sync automatically
Instant retrieval — Search by name, date, serial number, or NICS number in seconds
Secure digital retention — Encrypted cloud storage meets ATF Ruling 2022-01 requirements
Multi-device access — Customers can complete their portion on a smartphone, tablet, or in-store kiosk
For a detailed comparison: ATF Form 4473: Printable vs. Digital — Which Is Right for Your FFL?
10. 4473 Record Retention: Current Federal Requirements
Record retention rules changed significantly under recent ATF guidance. Understanding the current requirements is essential for every FFL:
Completed Transfers
FFLs must retain Form 4473 for completed firearm transfers for as long as the business remains licensed. The previous 20-year destruction allowance has been eliminated. Paper forms over 20 years old may be stored at a separate warehouse (considered part of the business premises), but they cannot be destroyed while the FFL is active.
Denied or Cancelled Transactions
Forms for transactions that were denied, cancelled, or otherwise not completed must also be retained for the life of the FFL under current guidance.
Digital Storage
Under ATF Ruling 2022-01, FFLs may store 4473s electronically when the storage system meets 18 specific requirements covering data integrity, read-only access, search capability, and audit-ready retrieval. Legacy paper forms over 3 years old may also be scanned and stored digitally under these conditions. (Read the full record retention breakdown.)E4473 Cloud Storage is specifically designed to meet these requirements — providing encrypted, searchable, audit-ready digital retention that eliminates the need for expanding filing cabinets and warehouse space.
11. How Digital 4473 Systems Prevent the Most Costly Mistakes
A digital 4473 system doesn't just move the form from paper to screen. When properly integrated, it fundamentally changes your compliance posture by preventing errors before they happen rather than catching them after the fact.
Error Prevention at the Point of Entry
E4473's digital workflow guides both the buyer and the FFL through each field with built-in ATF help language, required-field enforcement, and intelligent validation. Buyers can't submit the form with missing signatures, unanswered questions, or incomplete address information. The system catches the problems that a busy Saturday behind the counter won't.
A&D Book Alignment
When E4473 is integrated with Bravo Store Systems' point-of-sale platform, Form 4473 data stays aligned with your electronic A&D bound book automatically. Serial numbers, disposition dates, and transaction records match — eliminating the manual transcription that creates discrepancies inspectors flag.
Audit-Ready Access
When an ATF inspector asks for a specific 4473 from three years ago, digital systems retrieve it in seconds — not minutes or hours of digging through filing cabinets. Controlled, read-only access means you provide exactly what's requested while restricting unrelated records. (Learn how to stay audit-ready every day.)
Faster Transactions, Happier Customers
Digital 4473 workflows aren't just about compliance — they're about customer experience. Buyers complete their portion on their own device, at their own pace. The guided interface reduces confusion. And the faster, smoother process keeps your counter moving, especially on high-volume days.For the full case for going digital: Why You Should Switch to Electronic Form 4473.
12. Frequently Asked Questions About ATF Form 4473
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What is ATF Form 4473?
ATF Form 4473, the Firearms Transaction Record, is the federal form required every time a Federal Firearms Licensee (FFL) transfers a firearm to a non-licensee. It documents the buyer's identity, legal eligibility, and the firearm being transferred, and initiates the required NICS background check.
Can I fill out a Form 4473 online?
ATF-approved electronic 4473 systems allow the buyer to complete their portion digitally on a smartphone, tablet, or in-store kiosk. However, the buyer must be physically present at the licensed premises for the actual transfer. The form cannot be completed entirely remotely — the FFL must verify identification in person.
Do I need a Form 4473 for a pawn redemption?
Yes. When a customer redeems a firearm from pawn, it is a disposition from the FFL's licensed inventory and requires a new Form 4473 and background check — even though the customer originally owned the firearm. This is a compliance requirement that applies to all pawn shops holding an FFL. (Learn more about Bravo's integrated pawn and firearms compliance.)
How long do gun stores have to keep 4473s?
Under current federal requirements, FFLs must retain all Form 4473 records — both completed transfers and denied/cancelled transactions — for as long as the business remains licensed. The previous 20-year destruction allowance has been eliminated. Read the full retention requirements.
What happens if I get a "Delay" from NICS?
A "Delay" means NICS needs more time to research the buyer's eligibility. The FFL may not transfer the firearm until receiving a "Proceed" response or until three business days have elapsed without a denial. Some states prohibit "default proceeds" — check your state laws. If the buyer returns on a different day for the transfer, they must complete Section D of the form.
What's the difference between a paper 4473 and a digital/electronic 4473?
Paper 4473s are completed by hand and stored physically. Digital (electronic) 4473 systems like E4473 allow buyers to complete the form on a device with built-in validation, guided prompts, and error prevention. Digital systems are permitted under ATF guidance when specific conditions are met, and they dramatically reduce the compliance errors that lead to violations. See the full comparison.
Can I store 4473 records digitally?
Yes. ATF Ruling 2022-01 permits FFLs to store Form 4473 records electronically when the storage system meets 18 specific requirements including data integrity, read-only access, and audit-ready retrieval. Legacy paper forms over 3 years old can also be scanned and stored digitally under these conditions. E4473 Cloud Storage is designed specifically to meet these requirements.
What are the most common 4473 mistakes that lead to ATF violations?
The most frequently cited violations involve address mismatches, missing ethnicity/race fields, illegible handwriting, missing signatures, serial number transcription errors, and failure to complete Section D on delayed transfers. Form 4473 errors account for seven of the top ten ATF compliance violations. Read the full error prevention guide.
Is a 4473 the same as a background check?
No. The Form 4473 is the transaction record that documents the transfer and the buyer's information. The background check (run through NICS) is a separate step that uses information from the 4473. Both are required for a lawful firearm transfer from an FFL, but they serve different purposes.
Can I buy a gun as a gift and still fill out a 4473?
Yes. If you are purchasing the firearm as a legitimate gift (with no reimbursement), you are considered the "actual buyer" and may answer "Yes" to Question 21.a. However, you may not purchase a firearm for someone you know or have reason to believe is a prohibited person. Gift cards and certificates do not qualify — the actual buyer is the person selecting and purchasing the specific firearm.
How do I prepare for an ATF inspection?
The best preparation is daily compliance discipline: accurate A&D entries at the time of every acquisition and disposition, complete and legible 4473s for every transfer, organized and accessible records, and trained staff who understand your standard operating procedures. Read the complete ATF inspection preparation guide.
Stop Managing Compliance on Paper. Start Managing It with Confidence.
Every Form 4473 your store processes is either a clean, audit-ready record — or a potential finding waiting to surface during your next inspection. The difference comes down to your workflow.E4473 replaces manual risk with a guided, validated, digital process. Integrated with Bravo Store Systems, it keeps your 4473s, A&D book, NICS submissions, and cloud storage in one seamless platform — so compliance happens automatically as you work, not after the fact.
See how E4473 works in your store. 15-minute walkthrough. No obligation.
Disclaimer: This article is for informational purposes only and does not constitute legal advice. FFLs should always consult the latest ATF rulings, ATF.gov, and their local Industry Operations Inspector (IOI) for specific compliance requirements. Federal, state, and local laws may impose additional requirements beyond those described here.