Firearm Transfer Documentation (with ATF Reference)
A private firearm transfer record — transferor + transferee, ID verification, firearm details (make, model, serial, caliber), location of transfer, dealer (FFL) used if required, certifications of non-prohibited status.
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FIREARM TRANSFER RECORD
Transfer date: June 22, 2026
State of transfer: Illinois
Transfer route: ffl
FFL used: Springfield Sporting Goods FFL #0-12-345-67-8A-90000
TRANSFEROR (SELLER / GIVER)
Name: James A. Henderson
Address: 618 Lakeshore Drive, Springfield, IL 62701
ID + permit: IL DL H5520-3344-7720 · IL FOID 8821-441-110
TRANSFEREE (BUYER / RECIPIENT)
Name: Morgan Lee
Address: 218 Linden Ave, Springfield, IL 62701
ID + permit: IL DL L7740-2010-2210 · IL FOID 9942-118-220
FIREARM
Type: handgun
Make/model: Glock 19 Gen 5
Serial: BMTL842
Caliber: 9 mm Luger
CONSIDERATION
$525 — payment received in full or "gift" as stated.
CERTIFICATIONS (federal — 18 USC §922(d), (g); 27 CFR §478)
Transferor certifies (a) the transferor is not a prohibited
person under 18 USC §922(g), (b) the transferor has no reason to
believe the transferee is a prohibited person, and (c) the
firearm is the transferor's lawful property and is not stolen
or subject to undisclosed liens.
Transferee certifies (a) the transferee is not a prohibited
person under 18 USC §922(g) — has not been convicted of a felony,
adjudicated mental defective, dishonorably discharged, an
unlawful user of a controlled substance, subject to a restraining
order, convicted of a misdemeanor crime of domestic violence,
illegally / unlawfully in the United States, or a fugitive from
justice — and (b) the transferee is acquiring the firearm for
the transferee's own use, not as a straw purchase for another
person.
PROHIBITED-PERSON DEFINITION (18 USC §922(g))
Anyone (1) convicted of a crime punishable by >1 year imprisonment,
(2) a fugitive from justice, (3) an unlawful user of or addicted
to a controlled substance, (4) adjudicated as a mental defective
or committed to a mental institution, (5) an illegal alien,
(6) dishonorably discharged from the Armed Forces, (7) having
renounced US citizenship, (8) subject to a protective order,
(9) convicted of a misdemeanor crime of domestic violence,
(10) under indictment for a crime punishable by >1 year.
INTERSTATE TRANSFER NOTICE
18 USC §922(a)(3),(5): A handgun or other firearm may not lawfully
be transferred to a non-resident of the transferor's state of
residence except through an FFL in the transferee's state.
STATE PROCEDURE
This template DOES NOT replace state-mandated procedures. Many
states (CA, NY, NJ, MA, CT, IL, WA, OR, CO, NV, MD, RI, DE, HI,
NM, VT, VA) require ALL private firearm transfers to be conducted
through an FFL with a NICS background check. Where this transfer
is done through an FFL, the FFL completes the federal ATF Form
4473 and runs NICS; this record is supplemental, not a substitute.
SIGNATURES
Transferor: ____________________________ Date: ____________
James A. Henderson
Transferee: ____________________________ Date: ____________
Morgan Lee
FFL (if used): ____________________________ Date: ____________
Springfield Sporting Goods FFL #0-12-345-67-8A-90000
About this template
**Firearm transfers between private parties are governed by overlapping federal and state law.** Federal law (Gun Control Act of 1968, 18 USC §922) prohibits transferring a firearm to a **prohibited person**: convicted felons, fugitives, unlawful users of controlled substances (including state-legal marijuana under federal definition), persons adjudicated mental defective or committed, illegal aliens, dishonorable-discharge veterans, those who have renounced US citizenship, persons subject to a domestic-violence restraining order, and those convicted of a misdemeanor crime of domestic violence. Federal law also restricts **interstate** transfers — handguns may not be transferred to a non-resident of the transferor's state except through an FFL in the transferee's state; long guns may be transferred to a non-resident only through an FFL or in compliance with both states' laws. **State law varies widely** and changes the procedure entirely. Roughly 20 states + DC require **all private transfers** (with limited exceptions for immediate family or temporary loans) to be conducted **through a licensed dealer (FFL)** with a **NICS background check** on the transferee: CA, NY, NJ, MA, CT, IL, WA, OR, CO, NV, MD, RI, DE, HI, NM, VT, VA, and others have variants. In those states, this template is a **supplemental record only** — the legally binding document is the **ATF Form 4473** completed at the FFL. In states allowing direct private transfer between residents (many southern and mountain states), this template serves as the buyer + seller record. **Even where private transfer is allowed**, the transferor remains liable if they "knew or had reasonable cause to believe" the transferee was prohibited. **Practical rules**: (1) Verify the transferee's ID and (where required) state-issued firearms permit (Illinois FOID, Massachusetts LTC, NY pistol permit, etc.) before transfer. (2) When in doubt, use an FFL — the $25–50 fee buys a NICS check and an audit trail. (3) **Estate / inheritance transfers** are still subject to the prohibited-person rule and to state procedure (some states require an FFL even for inheritance). (4) **NFA firearms** (suppressors, short-barreled rifles, machine-guns, etc.) require ATF Form 4 transfer with a $200 tax and 6–12 month wait — this template does NOT cover NFA transfers. (5) Record the **serial number** accurately — that number is the firearm's identity for tracing. Keep a copy of this record indefinitely.
When to use it
- Private-party firearm transfer (where state law allows).
- FFL-facilitated transfer — supplemental record to ATF 4473.
- Estate or inheritance transfer to a non-prohibited heir.
- Family gift transfer (where state law allows).
What to include
- Date and state of transfer.
- Transferor and transferee — full names, addresses, IDs, state permits.
- FFL info if route is "through FFL."
- Firearm — type, make, model, serial, caliber.
- Consideration (price or "gift").
- Certifications of non-prohibited status.
- Federal prohibited-person and interstate-transfer notices.
- Signatures + FFL signature if used.