ATF Form 4 Requirements: Complete Checklist

Want to legally transfer an NFA-regulated firearm? Here's what you need to know about ATF Form 4:

• What is ATF Form 4? It's the form required for transferring suppressors, short-barreled rifles, machine guns, and other NFA items.
• Key Requirements:
  • Pay a $200 tax stamp fee (or $5 for "Any Other Weapon").
  • Submit fingerprints, passport photos, and background checks.
  • Notify your local Chief Law Enforcement Officer (CLEO).
• Application Options:
  • Individual Application: Faster (~9 days via eForms) but limited to one user.
  • Trust Application: Slower (10+ days) but allows multiple users and simplifies inheritance.
• Common Mistakes to Avoid: Missing signatures, mismatched trust names, or incomplete forms can delay approval by months.

Quick Tip: Use the ATF's eForms system for quicker processing and real-time tracking.

This guide walks you through every step, from eligibility checks to submitting your application. Follow it carefully to avoid delays and ensure your Form 4 is approved smoothly.

The ULTIMATE FORM 4 GUIDE! - The Legal Brief

1. Check Your Eligibility Before Applying

Before diving into the application process for NFA items, it's crucial to confirm your legal eligibility. This step can save you from unnecessary delays or potential legal troubles. Take the time to review federal regulations, state-specific laws, and the application methods available to you.

1.1 Confirm Federal Eligibility Requirements

Federal law, specifically 18 U.S.C. § 922(g), outlines several conditions that disqualify individuals from owning firearms, including NFA items. Violating these restrictions can carry severe consequences, such as fines up to $230,000 and imprisonment for up to ten years.

Here are the key disqualifying factors:

• Conviction of a crime punishable by more than one year in prison
• Fugitive status
• Unlawful use of or addiction to controlled substances
• Being declared mentally unfit or institutionalized
• Unlawful presence in the United States
• Dishonorable discharge from the Armed Forces
• Renunciation of U.S. citizenship
• Being subject to a restraining order related to harassment, stalking, or threats against an intimate partner or their child
• Conviction of a misdemeanor involving domestic violence
• Current indictment for a crime punishable by imprisonment exceeding one year

If you have a past conviction, the specifics of your situation - like expungement or the restoration of civil rights - could influence your eligibility. When in doubt, it's a good idea to reach out to your local ATF field office for guidance before moving forward.

1.2 Check State Laws for NFA Items

Meeting federal requirements is just one part of the process. State laws governing NFA items can vary widely. Some states permit suppressors and short-barreled rifles, while others prohibit them altogether. Additionally, local municipalities might impose their own restrictions. Laws are subject to change, so it's essential to verify the latest regulations with state and local authorities.

Certain states have adopted "Shall-Certify" laws, requiring local law enforcement to process applications after background checks. Others enforce "No-Certify" policies, effectively barring private ownership of these items. To ensure you're compliant, thoroughly research your state's regulations and, if needed, consult legal experts or local law enforcement.

1.3 Choose Between Trust or Individual Application

When applying for NFA items, you’ll need to decide between an individual application or a trust application. Each option has its pros and cons, depending on your needs.

Individual Applications
These are straightforward and relatively quick. As of July 2024, eForm 4 applications for individuals typically take about 60 days for approval, with some being processed in under 30 days. However, only the registered individual is allowed to possess and use the NFA item.

Trust Applications
While trust applications take longer - averaging 5–6 months for approval - they offer greater flexibility. A trust allows multiple co-trustees to possess, transport, and use the NFA items. It’s also a practical option for inheritance planning, simplifying the transfer of items to beneficiaries without the need for additional ATF forms or probate court involvement.

Here’s a quick comparison:

Feature	Individual Application	Trust Application
Approval Time	~60 days (sometimes under 30)	5–6 months average
Who Can Use	Only the registered individual	Multiple co-trustees
Initial Cost	Lower	Higher ($59–$130 for setup)
Inheritance	Requires extra steps	Seamless transfer to beneficiaries
Flexibility	Limited	High

If you later decide to transfer an NFA item from individual ownership to a trust, you’ll need to file a new Form 4 and pay another $200 tax stamp. Setting up a trust typically costs between $59.95 and $129.95, depending on the service.

Ultimately, your choice boils down to your priorities. If you’re the sole user and don’t need to plan for succession, an individual application might be the simplest route. On the other hand, if you want others to have access or prefer streamlined estate planning, a trust could be the better option.

2. How to Fill Out ATF Form 4

Filling out ATF Form 4, officially titled the "Application for Tax Paid Transfer and Registration of Firearm" (or ATF Form 5320.4), requires careful attention to detail. Mistakes can lead to delays or even denials, so it's essential to complete each section thoroughly and accurately.

2.1 Enter Firearm and Dealer Information

Start by providing all the necessary details about the firearm. This includes the manufacturer's name and address, the type of firearm (such as a silencer, short-barreled rifle, or short-barreled shotgun), caliber or gauge, model number, barrel length, overall length, and serial number. Double-check the serial number and model against the firearm itself or the dealer’s records to ensure accuracy.

Next, complete the dealer (transferor) section. Typically, your Federal Firearms License (FFL) dealer will handle this part. It should include the dealer's business name, address, FFL number, and Special Tax Status (either an Employer Identification Number or Social Security Number). The dealer is also responsible for signing and dating this section.

If you’re applying as an individual, fill out the transferee sections with your FFL information and Special Tax Status. However, if you’re applying through a trust, leave these fields blank. Make sure you gather all the necessary dealer information before starting the form.

2.2 Submit CLEO Notification

The Chief Law Enforcement Officer (CLEO) notification step has replaced the old sign-off requirement. You’ll need to send a copy of your completed Form 4 to the CLEO with jurisdiction over your address. This could be a Chief of Police, Sheriff, State Police Head, or a local district attorney or prosecutor. The purpose of this notification is to inform local law enforcement of your intent to acquire and possess an NFA firearm. While the CLEO doesn’t need to take any action, they can contact the ATF’s NFA Division if they have information that could disqualify you.

For trust applications, you’ll also need to include a copy of ATF Form 5320.23 (the National Firearms Act Responsible Person Questionnaire) completed by each responsible person. The address listed on this form should match where the firearm will be stored. To ensure a reliable paper trail, send your CLEO notification via mail or hand delivery using a service that provides tracking.

2.3 Sign and Certify Your Application

The final step is signing and certifying the application. Both the dealer and the transferee must sign and date the form to confirm its accuracy. If you’re applying as an individual, make sure your signature matches the name listed in box 2a of the form. For trust applications, include your signature, your title (e.g., "Trustee"), and the date to reflect your role within the trust.

Consistency is key - ensure that all dates match and that no signatures are missing. Any discrepancies or omissions can cause significant delays in processing. Following these steps carefully will help ensure your Form 4 meets all ATF requirements.

3. Gather Required Documents

When submitting your Form 4 application, you'll need to gather several supporting documents to ensure everything meets ATF standards. The exact requirements depend on whether you're applying as an individual or through a trust, but accurate and complete documentation is critical to avoid delays in processing.

3.1 Prepare Passport Photos

If you're applying as an individual, you'll need to include two passport photos with your Form 4 submission. For trust or legal entity applicants, only one photo is required per application. These passport photos must meet specific criteria:

• Size: 2×2 inches (51×51 mm)
• Color: Must be in color with a plain white background
• Age: Taken within the last 6 months
• Head Size: Head should measure 1–1 3/8 inches (25–35 mm)
• Additional Notes: Glasses should not be worn unless medically necessary (with a doctor's note). Avoid uniforms or camouflage attire.

For paper applications, write your full name and the last four digits of your SSN on the back of each photo. Use tape to attach the photos to your application - never use staples as they can damage the photos .

Once your photos are ready, the next step is completing your fingerprint cards.

3.2 Get Fingerprint Cards Done

Fingerprint cards are a key part of your application, as they allow for background checks. All Form 4 applicants must submit FBI FD-258 fingerprint cards. Here's how to ensure your fingerprinting process goes smoothly:

• Where to Get Them: Order the cards online or visit a location that offers fingerprinting services.
• Preparation: Wash and dry your hands thoroughly before starting.
• Ink Quality: Use only approved fingerprinting ink.
• Technique: Roll each finger from nail to nail for complete ridge capture, and include thumb slap prints.
• Filling Out the Form: Use black ink to complete all required fields, following the codes specified on the form.

For a more reliable option, many applicants use digital fingerprinting services like Silencer Shop Kiosks. Digital fingerprinting avoids issues like smudging or improper ink density and can reduce mailing delays. If you’re using traditional ink cards, mail them in the provided return envelope to ensure proper delivery. Always keep copies of everything for your records.

3.3 Make Copies for CLEO

As part of the CLEO (Chief Law Enforcement Officer) notification process, you are responsible for sending copies of your application documents to your local CLEO. The ATF does not handle this for you, even if you submit your application through the eForm system.

For individual applications, send a complete copy of your Form 4. Be sure to obscure item 4g and item 22 for security purposes. For trust applications, include a copy of each responsible person's ATF Form 5320.23. Use certified mail or hand-delivery with tracking to ensure the CLEO receives the documents .

Trust applicants must also ensure that each responsible person sends their questionnaire to the CLEO with jurisdiction over their address. Sending these documents immediately after your ATF submission helps you stay compliant with notification requirements and avoids potential delays in processing.

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4. Pay Fees and Submit Your Form

Once you've confirmed your eligibility and completed the form accurately, it's time to finalize your Form 4. Gather all required documents, pay the tax stamp fee, and submit your application. The payment method you choose will depend on how you submit your application and can affect the processing time.

4.1 Pay the $200 Tax Stamp Fee

Transferring any NFA item requires a $200 tax stamp fee - except when the firearm is classified as an "any other weapon", which only incurs a $5 fee. This fee has been the same since the National Firearms Act was introduced in 1934.

For paper applications sent by mail, you can pay using a check or money order made payable to the Bureau of ATF. If you'd rather use a credit card, the ATF accepts Visa, Mastercard, American Express, Discover, and Diners Club for paper submissions.

For eForm applications, credit card payments are processed electronically through the ATF's eForms portal.

If you're mailing a paper application, make sure to include your properly completed and signed payment along with the rest of your application package to prevent delays.

Now, decide how you want to submit your application - by mail or through the eForms system.

4.2 Submit by Mail or eForm

You have two ways to submit your application: the traditional paper method via mail or electronically through the ATF's eForms system. The method you choose can significantly impact how long you'll wait for approval.

Submitting electronically using eForms offers clear time-saving benefits. As of July 2024, individual eForm 4 applications were processed in about 60 days on average, with some approvals happening in as little as one day. By April 2025, the average processing time for individual eForm applications had dropped to just 9 days, with a median time of 4 days.

Here’s a comparison of typical processing times for eForm and paper submissions:

Application Type	eForm 4 Processing Time	Paper Form 4 Processing Time
Individual Application	9 days (average)	51 days (average)
Trust Application	10 days (average)	59 days (average)

If you choose the paper route, you'll need to mail your completed Form 4, supporting documents, and payment to the ATF. While this method is still valid, it generally takes longer - individual paper applications averaged 51 days in April 2025 compared to just 9 days for eForms.

The eForms process is fairly straightforward. First, create an ATF eForms account. Then, work with your dealer to input the suppressor's details, upload any required documents (like trust paperwork), and pay the $200 tax stamp electronically. Your dealer can walk you through each step to ensure everything is accurate.

Double-check all entries in your eForm application before submitting it. Errors can lead to automatic rejection. Carefully review each field to avoid mistakes.

Once your application is submitted, you can track its status online and quickly address any feedback. You’ll receive a confirmation email, and your application will enter a "Pending" status until it’s reviewed by an ATF Legal Instruments Examiner. While eForms applications allow you to monitor progress through an online dashboard, paper applications may require you to follow up via phone or email.

For most applicants, eForms is the better option due to faster processing times and the convenience of real-time tracking.

5. Avoid Common Form 4 Mistakes

Submitting a Form 4 application can be a meticulous process, and even small errors can lead to frustrating delays. In fact, about 40% of tax-paid NFA applications contain mistakes that slow down processing. Knowing what to look out for and addressing these issues ahead of time can save you a lot of hassle.

5.1 Most Common Application Errors

The ATF often sees the same errors repeated across thousands of applications. These mistakes are usually easy to avoid if you pay close attention to the details.

One frequent issue is missing or incomplete documentation, such as fingerprint cards without full biometric information. For trust applications, ensure that each responsible person submits exactly one Responsible Person Questionnaire (RPQ). Missing or mismatched RPQs can derail your application.

Another common problem involves trust names. The trust name must match exactly on all documents. For example, if your trust is called "Smith Family Gun Trust", it needs to appear precisely the same way on your Form 4. Even minor differences in spelling, capitalization, or punctuation can create complications.

Additionally, ensure that both the transferor and transferee sign and date their respective sections. Missing signatures or dates will halt your application entirely. Check that the serial numbers and model details on your Form 4 match those engraved on the suppressor or other NFA item - transcription errors here are surprisingly common.

Incomplete law enforcement notifications are another pitfall. For instance, leaving out the Chief Law Enforcement Officer (CLEO) details in Box 12 or failing to complete the necessity statement in Box 13 can result in delays.

"Failure to properly complete necessary paperwork will result in the application being denied or returned for correction. Attempts to resolve these errors can lead to significant delays in processing the application." - National Gun Trusts

5.2 Double-Check Before Submitting

A thorough review of your application can help you avoid these common mistakes. Taking the time to carefully check every detail ensures your Form 4 is processed without unnecessary delays.

Start by confirming that all names and addresses match across every document. For instance, the name on your Form 4 should align with the name on your driver's license. If you're using a trust, the trust name must be consistent across all paperwork.

Double-check that all signature and date fields are completed using blue or black ink. For firearm details, physically verify that the serial number and model information on your Form 4 match exactly what is engraved on the NFA item. Serial numbers are particularly prone to transcription errors, so this step is crucial.

Review your fingerprint cards to ensure they are complete, legible, and include all required biometric details. If you spot any mistakes during your review, correct them directly on the form. Simply cross out the incorrect information, write the correction clearly, and then initial and date the change.

For eForm submissions, use the system's built-in error-checking tools, but don't rely solely on them. A manual review is still essential to catch anything the system might miss.

Keep in mind that if the ATF sends you an error letter, you typically have only 30 days to respond. Failing to address the issue within this timeframe can result in automatic disapproval. By catching and correcting mistakes early, you’ll keep your application on track and avoid unnecessary setbacks.

Conclusion: Submit Your Form 4 With Confidence

Filing your ATF Form 4 doesn't have to feel overwhelming. By carefully following the steps we've outlined, you can set yourself up for a smoother approval process.

Before hitting submit, double-check every detail - names, serial numbers, and signatures must match perfectly. Make sure your $200 tax stamp payment is processed correctly. If you're filing electronically, confirm that your ATF eForms account username aligns with the information on your application. Planning to mail fingerprint cards separately? Ensure they arrive at the NFA Division within 10 business days of submitting your application.

Even small mistakes can lead to a 90-day delay for error notifications, not to mention the extra time it takes to fix and resubmit. Attention to detail now can save you a lot of waiting later.

FAQs

What are the pros and cons of filing ATF Form 4 with a trust versus as an individual?

Filing ATF Form 4 through a trust comes with its own set of benefits and drawbacks when compared to filing as an individual.

Why file through a trust? One big advantage is that it allows shared ownership and possession of NFA items among trustees. This means multiple people can legally use the item without the original owner needing to be present. Trusts also make inheritance easier by enabling tax-free transfers to heirs through Form 5. Plus, they can provide legal safeguards if the original owner becomes ineligible to own firearms.

But there are downsides too. Setting up a trust often means additional costs, like legal fees, and more paperwork upfront. On top of that, trust applications generally take longer to process. The ATF has to review the trust documents, which can slow down the approval process compared to individual filings, which are usually quicker.

How do state laws affect the ATF Form 4 application process for NFA items?

State laws significantly influence the ATF Form 4 application process, often adding extra layers of restrictions or requirements beyond federal guidelines. For example, some states have strict rules or outright bans on owning certain NFA items like suppressors or short-barreled rifles. In such cases, applicants might need to fulfill additional conditions or secure rare permits to move forward.

On top of that, the ATF won’t approve the transfer of an NFA item to a non-FFL/SOT individual if the item is restricted or prohibited in their state. This makes it crucial for applicants to thoroughly review both federal and state laws to ensure compliance before submitting their Form 4 application. Knowing the specific regulations in your state is key to avoiding unnecessary delays or even outright denials.

How can I make sure my ATF Form 4 application is accurate and processed without delays?

To make sure your ATF Form 4 application is correct and avoids unnecessary delays, here’s what you need to do:

• Fill out the form with precision: Double-check every detail for accuracy and ensure it matches your supporting documents. Don’t overlook sections or skip signatures - small errors can lead to big delays.
• Prepare all required documents: Have your fingerprint cards, passport-style photos, and the $200 tax stamp payment ready. Keeping everything organized before submission can save you time and headaches.
• Use the ATF eForm system if possible: Submitting online can simplify the process, reduce the chance of errors, and may even speed up how quickly your application is processed.

By following these steps, your Form 4 submission will be thorough, properly organized, and meet ATF requirements, helping you avoid setbacks.