How to Fill Out ATF Form 4473 as an FFL: Section-by-Section Guide
How to Fill Out ATF Form 4473 as an FFL: Section-by-Section Guide
Updated February 2026 · 10 min read · By E4473 Compliance Team
ATF Form 4473 — the Firearms Transaction Record — is the most important compliance document in your FFL operation. Seven of the top ten ATF violations cited during compliance inspections come from errors on this form. Knowing how to fill it out correctly isn't optional — it's the difference between a clean audit and a potential license revocation.
This guide walks through every section of the current ATF Form 4473 (revised August 2023, mandatory since February 2024) so you and your staff know exactly what goes where, who's responsible for what, and where the common mistakes happen.
Who fills out which sections?
Form 4473 is a shared document. Both the buyer (transferee) and the FFL have specific sections they're responsible for completing. Here's the breakdown:
• Section A (Firearm Description) — Completed by the FFL before the buyer begins • Section B (Transferee/Buyer Information) — Completed by the buyer • Section C (NICS Background Check & ID) — Completed by the FFL • Section D (Recertification) — Completed by the buyer if the transfer happens on a different day • Section E (Dealer Certification) — Completed by the FFL
Important: you cannot pre-fill any section that belongs to the buyer. The transferee must personally complete their portions of the form. For a more detailed explanation, see our complete FFL guide to ATF Form 4473.
Section A: Firearm description (FFL completes)
What goes here
Before the buyer touches the form, you fill in the details of the firearm(s) being transferred. This includes the manufacturer or importer, model, serial number, type (pistol, rifle, shotgun, etc.), and caliber or gauge. If the firearm is a Privately Made Firearm (PMF), you must note that here — this was added in the December 2022 revision.
Common error: Incomplete firearm descriptions. Every field must be filled in. If you're transferring multiple firearms, use a continuation sheet (ATF Form 5300.9A) and attach it to the form.
Section B: Transferee/buyer information (buyer completes)
Personal information (Questions 1–17)
The buyer provides their full legal name, current address, place of birth, date of birth, sex, height, weight, and ethnicity/race. Question 10 now includes a "Reside in City Limits?" checkbox — this was added to help determine local firearms ordinances that may apply.
Social Security Number is optional but recommended, as it significantly reduces the chance of a NICS delay caused by name matches with other individuals.
Qualifying questions (Questions 21.a–21.n)
This is where most buyer errors happen. The buyer must answer a series of yes/no questions that determine their eligibility to receive a firearm under federal law. Key questions include:
• 21.a — "Are you the actual transferee/buyer?" This is the straw purchase question. If they're buying as a gift, the answer is still "Yes" — they are the actual buyer. If they're buying for someone else who is paying them, the answer is "No" and the sale cannot proceed. • 21.b — Intent to sell in furtherance of a felony or drug trafficking offense (revised in Aug 2023 to remove "or ammunition"). • 21.c–21.m — Disqualifying factors including felony convictions, domestic violence, illegal drug use, mental health adjudications, dishonorable discharge, renunciation of citizenship, and restraining orders. • 21.n — Immigration status questions (U.S. citizens answer "No" to 21.n.1 and leave 21.n.2 blank).
Common error: Buyers leaving 21.a blank or answering "No" when they are in fact the actual buyer. Your staff should explain this question before the buyer starts — it's the single most misunderstood question on the form.
: Pro tip: With E4473's digital form, each question includes a built-in help icon with the official ATF instructions. Smart logic flags potentially incorrect answers before the form is submitted, catching errors like a blank 21.a before they become compliance problems.
Section C: Background check & identification (FFL completes)
What goes here
After the buyer completes Section B, you verify their government-issued photo ID and record the identification details. Then you initiate the NICS background check (or contact your state point-of-contact if your state handles checks at the state level).
Record the date you contacted NICS, the NICS Transaction Number (NTN), and the response: Proceed, Delayed, or Denied.
• Proceed (~91% of checks) — You may complete the transfer. • Delayed (~8%) — NICS needs more time. If no response comes within 3 business days, you may transfer the firearm at your discretion (the "Brady Transfer Date"). For buyers under 21, there's a 10-business-day extended waiting period under the Bipartisan Safer Communities Act. • Denied (~1.5%) — The transfer cannot proceed. Retain the form for at least 5 years.
Common error: Failing to record the date NICS was contacted or the NTN. This is consistently one of the ATF's top ten cited violations.
Section D: Recertification (buyer completes, if applicable)
When this applies
If the firearm is transferred on a different day than when the buyer completed Section B (common with NICS delays or state waiting periods), the buyer must return and recertify. They sign and date Section D, confirming that their answers in Section B are still accurate.
If anything has changed — for example, a new address or a new legal proceeding — the buyer must start a new Form 4473.
Section E: Dealer certification (FFL completes)
What goes here
You print your name, sign, and date the form on the day of transfer. You also record your FFL number, business name, and address. This section certifies that you verified the buyer's identity, conducted the background check, and are completing the transfer in compliance with federal law.
The August 2023 revision added a certification that the NICS check is within 30 days of the transfer date — an important detail to track.
Common error: The FFL signing and dating Section E on the day the NICS check was run rather than the day of actual transfer. These dates are not always the same.
After the form is complete: record retention
Once the transfer is finalized, you must retain the completed Form 4473 for the lifetime of your FFL. If the transaction was denied or canceled, retain the form for at least 5 years. These forms must be organized and retrievable — the ATF will review them during inspections.
Many FFLs are switching from paper to digital 4473 storage to eliminate filing cabinets, reduce retrieval time during audits, and protect records from fire, water, and physical damage. E4473 Cloud Storage retains forms for up to 20 years in an encrypted, ATF-compliant environment with dedicated audit portals for IOI agents.
Common errors that get FFLs cited
Based on ATF inspection data, the most frequently cited 4473 violations include:
Transferee didn't properly complete Section B
FFL didn't record the date NICS was contacted
FFL didn't sign and date the form
FFL failed to verify or document the buyer's identification
FFL failed to properly describe the firearm in Section A
Missing NTN (NICS Transaction Number)
Using an outdated revision of the form
Most of these errors are preventable with proper training and a consistent review process. Having a second employee review every 4473 before the transfer is completed — a practice recommended by the NSSF — dramatically reduces citation risk.
: Digital advantage: E4473's electronic form eliminates the majority of these errors by validating every field before submission. Required fields can't be skipped, NICS data is recorded automatically, and the system flags incomplete sections before the form reaches you for review. Schedule a demo to see how it works.