For every Federal Firearms Licensee (FFL), an inspection by the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) is part of doing business. An ATF inspection isn’t meant to punish—it’s meant to check that your records and processes follow federal rules.
The best defense?
Be audit-ready 24/7, not just when the inspector calls.
🔑 Key Takeaways
- Technology reduces errors: Digital A&D and electronic 4473 systems reduce the mistakes that create violations.
- Compliance is daily: Your A&D book must be accurate at the end of every business day.
- Training matters: Every employee who handles firearm paperwork must know the rules and your SOPs.
- Inspectors focus on four areas: A&D book, 4473s, inventory security, and background check procedures.
1️⃣ Keep a Clean and Accurate A&D Book
Your Acquisition & Disposition (A&D) book is the first thing an ATF inspector checks.
Every firearm must be logged accurately at the moment it is received or transferred.
- Record acquisitions and dispositions immediately.
- Make sure entries are complete, legible, and in the correct order.
- Review your A&D book daily to confirm everything is up to date.
Even small gaps or delays can cause violations during an inspection.
2️⃣ Ensure Every Form 4473 Is Correct
The ATF Form 4473 documents every firearm sale. Errors here are one of the most common inspection findings.
- Check that every required field is answered.
- Confirm that the buyer’s ID matches the information in Section A.
- Make sure dates, signatures, NICS details, and disposition information are accurate and complete.
- Keep all 4473s organized and accessible for the full retention period.
A quick review before filing can prevent the most common issues.
3️⃣ Reconcile and Secure Your Inventory
Inspectors compare a sample of your physical inventory to your A&D book.
- Regularly perform internal audits by scanning inventory and comparing them to your records.
- Investigate any mismatches right away.
- Report missing or stolen firearms immediately to ATF and local law enforcement and document the event.
- Keep storage areas secure with proper locks, alarms, and surveillance.
Staying proactive prevents surprises during inspection.
4️⃣ Train Your Staff and Follow SOPs
Compliance is a team effort.
- Make sure every employee understands your store’s procedures for logging firearms, running transfers, and completing forms.
- Train new employees and provide refresher classes for current employees.
- Keep written SOPs that explain exactly how each process should be handled.
- Maintain training records—inspectors may ask to see them.
Clear, consistent processes reduce mistakes.
5️⃣ Managing the On-Site Inspection
When the inspector arrives, staying organized and professional goes a long way.
- Designate one Responsible Person to communicate with the inspector.
- Provide a clean workspace and quick access to records.
- Stay calm and answer questions directly.
- Review any findings in the Report of Violations and document how you will correct them.
A well-run inspection shows your business takes compliance seriously.
🧭 Conclusion: Daily Habits Create Audit Confidence
Preparing for an ATF inspection isn’t about last-minute scrambling—it’s about following the right processes every day.
Accurate A&D entries, complete 4473s, consistent training, and organized records are what keep your FFL protected year-round.
This daily discipline is even easier with the right tools.
Bravo Store Systems helps FFLs stay audit-ready by digitizing 4473s, enforcing required fields at entry, maintaining secure digital retention, and keeping the A&D book accurate as you work.
Stay confident. Stay compliant. Stay ready—every day.
👉 See How Bravo Keeps FFLs Audit-Ready 24/7 Request a 15-Minute Walkthrough
