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Keep a clear record of a private sale.

Prepare the information you need, record what actually happened, and retain a copy for each party. This checklist and receipt are personal recordkeeping aids. They do not establish eligibility, determine whether a transfer is lawful, or replace required official records.

Download checklist & receipt (2-page PDF)See the receipt fields

No account, email signup or buyer-information submission. Fill out the printed PDF privately; this page contains no transaction-entry form.

Before the transfer

Check current requirements for the seller, buyer, firearm and transfer location. Determine whether dealer processing, a background check, permit, waiting period or other steps apply.
Use the required FFL or official process where applicable. A signed receipt does not replace those steps.
Agree on the firearm, included accessories, disclosed condition, price, payment and delivery arrangements.

This is a general recordkeeping resource for ordinary personal sales. NFA firearms and other special circumstances require their applicable processes; this resource is not an NFA transfer form.

Identify the firearm

Manufacturer, model, type and caliber or gauge.
Actual serial number or other identifying markings.
Included accessories, disclosed condition and any agreed notes.

Keep your inventory identification record and original supporting documents available separately.

Transaction receipt fields

The second PDF page provides blank spaces for the following facts. Complete only what you can confirm; do not sign an acknowledgment of payment or delivery before it occurs.

Transaction: Date, location, buyer and seller names, city/state and optional contact details.
Firearm: Manufacturer, model, type, caliber/gauge, serial or markings, accessories and disclosed condition.
Payment: Agreed price, payment method, amount received and payment date; Received / Not received / Pending.
Delivery: Completed / Pending and the actual transfer date.
Signatures: Buyer and seller signatures and dates for the recorded facts. Keep a copy for each party.

The receipt does not request a driver license number or birth date. No warranty, liability release or legal-validity guarantee is supplied.

Keep buyer identification separate

If you retain a buyer ID image, keep it separate from ordinary firearm photographs and retain only information appropriate to your situation. It belongs with private sale records, rather than in a firearm Gallery, thumbnail or ordinary inventory report.

Released RC.51 already provides an Optional buyer ID picture field in Sale history. Private buyer fields require Password protection. Standard printing and CSV exclude buyer details and ID images; original files you select remain wherever you stored them. Keep the completed receipt and required official records in private storage.

See the actual RC.51 Sale record dialog and password-protection instructions.

Keep sold items out of everyday inventory

In RC.51, Active contains current items. All within Active excludes sold items, including in Gallery. The separate Sold tab brings up sale history only when you choose it.

Returning an item to Active retains the earlier sale history. Keep backups of private records and retain original supporting documents separately. View the genuine RC.51 examples.

Check primary-source requirements

ATF explains that state and local rules may govern private transactions in addition to federal requirements. Consult the relevant authority for your situation.

Independent resource from YourEMR LLC, the provider of 2A Ledger. Not affiliated with the ATF.