How to Transfer Your FFL Records When Going Out of Business

Whether you're retiring, closing up shop, or selling your firearms business, one of your most critical obligations is properly transferring your records to the ATF. Getting this wrong isn't just a paperwork headache — it can result in federal violations and civil liability.

ATF Requirements When Discontinuing (27 CFR 478.127)

When your FFL expires, is revoked, or you voluntarily discontinue, you must transfer:

• Your A&D bound book records
• All ATF Form 4473s
• Any other federally required records

You cannot store these in your garage. They must go to the ATF's designated repository within 30 days.

The Out-of-Business Records Center (OBRC)

Located in Martinsburg, WV, the OBRC processes millions of records annually and is the central repository for ATF firearm tracing.

How to submit:

• Contact the OBRC first: (877) 283-0288 or FFLC@atf.gov
• Prepare A&D records in ATF ASCII pipe-delimited format
• Ship physical 4473s via traceable carrier
• Keep copies and get delivery confirmation
• Address: 244 Needy Road, Martinsburg, WV 25405 (always verify with ATF before mailing)

The ASCII Pipe-Delimited Format

Electronic A&D records must be exported as a pipe-delimited (|) plain-text file per ATF's Approved Software Formats spec. Fields include record type, manufacturer, importer, model, serial number, type, caliber, acquisition/disposition dates, and transferee info. Getting this wrong means rejection and resubmission.

What Happens to Your 4473s

• Under 20 years old — must be sent to the OBRC
• 20 years old or older — may be destroyed (sending them is still the safest option)
• Organize alphabetically by transferee last name before submitting

Do not destroy any 4473 without confirming its age. Destroying one that should have been submitted is a federal offense.

Closing vs. Selling — Key Difference

Closing: All records go to OBRC. FFL doesn't transfer.

Selling: If the buyer holds an FFL and ATF approves, records may transfer to the successor FFL instead of going to OBRC. This is the "successor FFL" scenario — do not assume it applies without ATF confirmation in writing.

How Electronic Bound Book Software Helps

The biggest closure headache is generating an ATF-compliant ASCII export from years of records. Paper logbooks mean manual re-entry — weeks of work with transcription error risk. Electronic software lets you:

• Export ATF-approved ASCII pipe-delimited format in minutes
• Verify completeness before submission to catch missing fields
• Print 4473 logs to organize physical forms for OBRC shipping

7 Common Mistakes

1. Missing the 30-day deadline — clock starts when you cease operations, not when you get around to it
2. Wrong OBRC address — always confirm before mailing
3. Malformed ASCII export — bounced files restart your timeline
4. Destroying 4473s that should have been sent — federal offense
5. Assuming a business sale covers the records transfer — it doesn't unless ATF explicitly approves
6. Not keeping copies — once it's with ATF, you lose access
7. Not notifying your IOI — they should be one of your first calls

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