---
title: "What records must a licensed firearms dealer keep for a transaction? Answer in under 100 words. Cite only eCFR sources."
canonical: https://www.m-i-n-d.ai/minds/firearms-law/dealer-transaction-record-requirements
jurisdiction: "US Federal"
last_verified: 2026-08-26
license: CC BY 4.0 — https://creativecommons.org/licenses/by/4.0/
attribution: "Source: MIND (m-i-n-d.ai)"
---

# What records must a licensed firearms dealer keep for a transaction? Answer in under 100 words. Cite only eCFR sources.

For every firearm sale or disposition to a non-licensee, a licensed dealer must obtain a completed ATF Form 4473 (Firearms Transaction Record) and retain it as part of required records under 27 CFR 478.124, filed in alphabetical, chronological, or numerical order. For non-over-the-counter transfers, the dealer must also retain evidence of receipt or rejection of the copy sent to the principal law enforcement officer.

## Details / How it works

Under **27 CFR 478.124**, before an over-the-counter transfer the licensee obtains a Form 4473 showing the transferee's name, sex, residence address, date and place of birth, height, weight, race, country of citizenship, any DHS-issued alien/admission number, state of residence, and certifications that the transferee is not prohibited from receiving firearms and does not intend disposition to a prohibited person or for a felony, federal crime of terrorism, or drug trafficking offense.

After the transferee executes the form, the licensee verifies identity by examining an identification document (as defined in 27 CFR 478.11) and notes the ID type on the form, complies with 27 CFR 478.102 by recording the NICS contact date and response, and identifies the firearm by manufacturer, importer (if any), type, model, caliber or gauge, and serial number — recording "privately made firearm" (PMF) where no manufacturer name exists.

## Numbers & thresholds

| Requirement | Value |
|---|---|
| Forms kept | One Form 4473 per covered transfer (original retained) |
| Filing order | Alphabetical (purchaser), chronological (disposition date), or numerical (transaction number) |
| Non-over-the-counter delivery delay | At least 7 days after receipt of return receipt showing delivery of the Form 4473 copy to the principal law enforcement officer |

## Exceptions & edge cases

- **No Form 4473 required** when a firearm is delivered solely for repair or customizing and returned to its owner, when disposing to another licensee (verification/recordkeeping instead follow 27 CFR 478.94), or for curio/relic transfers to a licensed collector or sole-proprietor personal transfers per 27 CFR 478.125a.
- **Non-individual transferees**: the licensee must obtain required information from an authorized representative plus a written statement under penalty of perjury that the firearm is acquired for the transferee's use and property.
- **Pre-1986 armor piercing ammunition inventory** that a dealer transfers to government agencies must be recorded in the form and manner prescribed by 27 CFR 478.125(c); willful violators face license revocation under 27 CFR 478.99(e).
- These requirements are **in addition to** other recordkeeping rules in the part; emergency supplies of forms come from a Director of Industry Operations and normal supplies from the ATF Distribution Center.

## Sources

- [1] U.S. National Archives, Electronic Code of Federal Regulations — 27 CFR 478.124 — Firearms transaction record · https://www.ecfr.gov/current/title-27/section-478.124 · as of 2026-08-26
- [2] U.S. National Archives, Electronic Code of Federal Regulations — 27 CFR 478.11 — Meaning of terms (firearms definitions) · https://www.ecfr.gov/current/title-27/section-478.11 · as of 2026-08-26
- [3] U.S. National Archives, Electronic Code of Federal Regulations — 27 CFR 478.99 — Certain prohibited sales or deliveries · https://www.ecfr.gov/current/title-27/section-478.99 · as of 2026-08-26