Gun Bill of Sale: What to Include in a Private Firearm Sale

A gun bill of sale is a written record of a private firearm sale: the seller and buyer, the gun's make, model, caliber and serial number, the price, the date and both signatures. It protects the seller if the firearm is later lost, misused or reported, and gives the buyer proof of ownership. The free Gun Bill of Sale form fills all of this in for you and adds a buyer eligibility statement, ready to print or download as PDF or Word.

A bill of sale does not make a sale legal on its own. Check the rules below first, then use the form to document a sale that is allowed.

Is a bill of sale required to sell a gun?

Federal law does not require a bill of sale for a private sale between two residents of the same state, and many states do not either. A few states and cities do require a record or a dealer transfer. Even where it is optional, most sellers use one because it is the simplest proof of when the gun left their hands and who took it.

Private gun sale rules to check first

The rules depend on where you and the buyer live. Before you meet anyone, check these three levels.

Level	What to check	Where
Federal	You must not sell to anyone you know or have reason to believe is prohibited from owning a firearm. A sale to a resident of another state must go through a licensed dealer (FFL)	ATF firearms Q&A
State	Some states require every private sale to go through a dealer with a background check, a permit to purchase, a waiting period or a registration	Your state police or attorney general site
Local	Some cities and counties add their own transfer rules	Your city or county site

If your state requires a dealer transfer, the dealer handles the background check and paperwork, and your bill of sale is an extra record for your own files.

What to include in a gun bill of sale

1. Seller: full name, address and phone number.
2. Buyer: full name, address, phone and an ID number, such as a driver's license, that you checked in person.
3. The firearm: make (manufacturer), model, type (handgun, rifle or shotgun), caliber or gauge and serial number.
4. Price and payment: the amount in figures and words, and how it was paid.
5. Date and place of the sale.
6. As is clause: the gun is sold in its current condition with no warranty, unless you agree otherwise.
7. Eligibility statement: the buyer confirms they are of legal age and not prohibited from owning a firearm, and the seller confirms having no reason to believe otherwise.
8. Signatures of both parties, and a notary block if your state or the buyer asks for one.

Copy the serial number straight from the frame or receiver, not from a box or an old receipt. A wrong digit makes the record useless.

How to fill in the free gun bill of sale

1. Open the Gun Bill of Sale form. The firearm fields are already set up.
2. Enter the seller and buyer details, including the buyer's ID number.
3. Add the make, model, type, caliber and serial number.
4. Enter the price; the form writes it out in words too.
5. Tick the notary option if you need a notary acknowledgment.
6. Check the preview, then print two copies or download PDF or Word.
7. Both of you sign both copies. Each keeps one.

Safe private sale checklist

• Meet in a safe public place, and transport the firearm unloaded and cased as your state requires.
• Check the buyer's ID in person and make sure the name matches the bill of sale.
• Walk away from anything that feels wrong. If you have reason to believe the buyer cannot legally own a gun, do not sell.
• Consider a dealer transfer even where it is optional: for a small fee the dealer runs the background check.
• Keep your copy with the date somewhere safe for years, not days.

Bill of sale by state

Vehicle and boat bills of sale follow state rules too. The bill of sale by state hub has a page for every US state with its own requirements, and the general bill of sale form covers other personal property.

This guide is general information, not legal advice. Firearm laws change, so confirm your state's current rules with an official source before every sale.

Frequently asked questions

Do I need a bill of sale to sell a gun privately?

Federal law does not require one for a sale between residents of the same state, and many states do not either. It is still the best proof of when and to whom you sold the firearm, so most sellers use one.

What information goes on a firearm bill of sale?

Names, addresses and phone numbers of seller and buyer, the buyer's ID number, the make, model, type, caliber and serial number, the price, the date and both signatures. Our form also adds a buyer eligibility statement.

Can I sell a gun to someone from another state?

Not directly. Under federal law, a private sale to a resident of another state must be transferred through a licensed dealer in the buyer's state.

Does a gun bill of sale need to be notarized?

Usually not, but some sellers and a few local rules ask for it. Tick the notary option on the form to add a notary block.

How long should I keep a gun bill of sale?

Keep it for as long as you can. If the firearm is ever traced back to you, the bill of sale shows the date it left your possession and who bought it.