How to keep firearm serial number records
If a gun is stolen, its serial number is what lets police identify it and get it back to you. Most owners only go looking for it after it’s gone.
Why record serial numbers
- Theft reports. Police need the serial number to enter a stolen firearm into the records used to identify it when it’s recovered.
- Proving ownership. A record made before the loss, with a photo, is strong evidence the gun was yours.
- Insurance claims. Insurers commonly ask for serial numbers along with values and receipts.
What to write down
For each firearm: the manufacturer, model, type, caliber or gauge, serial number, date you got it, what you paid and where. Photograph the serial number itself as well, since a digit is easy to miscopy. If you sell or transfer a gun, note to whom and when.
Where to find the serial number
It’s stamped on the frame or receiver, often on the side or underneath, and sometimes on the barrel or slide too. The owner’s manual usually shows where. If you’re not sure, ask the manufacturer or a gunsmith rather than taking parts off.
ATF’s free Personal Firearms Record
The ATF publishes a free form for exactly this: the Personal Firearms Record (ATF P 3312.8, PDF on atf.gov). ATF states it’s for your own use only: nobody collects it. Our printable inventory sheet covers the same details with room for photos and storage notes.
Keep it apart from the guns
A record stored with the guns can disappear with them. Keep at least one copy somewhere else, and update it when you buy or sell.
In the app
Arms & Ammo Log keeps each serial number encrypted and shows it as “Hidden” until you tap Show, so it isn’t on screen when someone’s looking over your shoulder. Spreadsheets and insurance reports leave serial numbers out unless you switch them on. This guide is general information, not legal advice; the rules on firearms records differ between states, so check the ones where you live.
Questions
Do I have to send the ATF Personal Firearms Record anywhere?
No. ATF says it’s a personal record only and isn’t collected or kept by any government agency.
Should I keep a digital copy?
A copy that isn’t stored with the guns is the point. An encrypted copy on your phone plus a printed one kept elsewhere covers most situations.