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FFL Vault Support is here to help from 10:00 AM to 4:00 PM MST, Monday – Friday.

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FFL Vault Overview

How to Claim Your FFL

Quick Draw: How to Request an FFL in 20 Seconds

Frequently Asked Questions

Search our knowledge base for frequently asked questions.

 

FFL Transfers

Yes! You can email, fax, or print out your FFL to send to FFL holders that aren't FFL Vault Members.

To Send Your FFL

  1. Go to My FFL › Send My FFL (you will need to be logged in)
  2. Look up who you want to send your FFL to.
  3. If they are an FFL Vault member you can click System Send and your FFL will automatically be sent once you fill in the additional information.
  4. If they are not an FFL Vault member you can choose how you want to send your FFL.
  5. Fill out the additional FFL transfer information (Serial #s, Reason, Message—all optional)
  6. Send your FFL!

Steve   June 25, 2016  


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Yes! While everyone's lives are easier when dealing with other FFL Vault members, you can absolutely still track your FFL transfers with holders that don't have an account.

Once you receive their FFL you will need to upload it to FFL Vault.

  1. Login to your Account.
  2. Go to VERIFY A FFL › UPLOAD A FFL
  3. Choose your upload method—online, mobile, fax or mail.
  4. Add your additional transfer information.
  5. Upload FFL!

Steve   June 25, 2016  


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Your Federal Firearms License (FFL) is a unique set of letters and numbers that can tell you a lot about an FFL holder. To learn more, please see our in-depth article: Guide to Federal Firearms License Numbers.

Steve   July 2, 2016  


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ATF requires Federal firearms license (FFL) holders to verify the identity and licensed status of any other FFL holder when transferring a firearm to them.  This is done by getting a certified copy of the FFL License and verifying by any means they deem necessary.  

Steve   June 23, 2016  


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About FFL Vault

Yes! FFL transfers are between you and the FFL holder you are working with. FFL Vault will never share, sell, review, or report on individual transfers or individual FFL holder transfer volume. We may report on total aggregate transfer volume for marketing purposes, but never in a way that the information could be extrapolated or used.

Steve   July 2, 2016  


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Yes! Our Platinum Level plan allows you to upload up to 25 different FFLs. This is perfect for manufacturers, dealers, and store owners with multiple locations.

Each login on your account can set their Primary FFL and you can choose who has access to each FFL.


Already have an account and want to upgrade? Click here.

Need to know how to upload Multiple FFLs? Click here.

Steve   July 8, 2016  


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Not right now. The ATF does not publish Type 03 FFLs - Collector of Curios & Relics or Type 06 FFLsManufacturer of Ammunition for Firearms in their public database. Since FFL Vault syncs with the ATF database we aren’t able to automatically display these types of FFLs.

We are working on options to include Type 03 and Type 06 FFL holders in our platform. If you have feedback or want to know when this is available, please leave your information on the Special Interest mailing list.

Steve   July 30, 2016  


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ATF recommends FFL holders to validate FFL’s via their online FFL eZ Check system.  So there is no requirement to do this.  However, it is a good idea to use it or something that validates a FFL as current and legitimate.  FFL Vault uses the database ATF publishes, and validates and verifies ownership against this database before it is considered Verified.  We take it one step  further and create a audit trail to show each request that was made.  So FFL Vault does not replace FFL eZ Check, it does pretty much the same thing with the added benefit of allowing the user to seamlessly record requests!    

Steve   June 23, 2016  


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FFL Vault syncs with the ATF database as soon as the information becomes publicly available—usually every 30 days. You will see an alert on the platform when the sync is performed each month.

Steve   July 26, 2016  


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FFLVault.com  is the first advanced database platform that allows FFL holders to scan/upload their FFL and distribute it to other FFL holders to meet the requirements set forth in Section 27 CFR 478.94 and 478.95.  Not only did we set up the infrastructure to exchange scanned FFLs, we validate ownership against ATF’s database of current and active FFL’s.  Then we went one step further and created a way to record each request and download an audit report with the click of a button!  So the use of FFLVault.com not only helps you streamline your day to day operations, it helps you keep compliant with ATF requirements.

Steve   June 23, 2016  


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Our ATF Audit Report is a unique report that FFL Vault generates that tracks all transactions you've sent, received, and requested (that have been fulfilled) through FFL Vault. The report is not an officially-sanctioned document, even though we make every attempt to provide all the required data needed for an ATF audit in regards to validating FFLs. Due to the ever changing landscape of ATF requirements, we can not guarantee or be held liable for any missing or incomplete data on your reports. If you have suggestions on how to improve the report, please submit a ticket here.

This report downloads in three parts—a PDF of all of your scans, a CSV file of your transaction date, and a read me text file.

FFL Vault ATF Audit Report with Scans and Transaction Record

View ATF Audit Report

You will be required to log in. 

Steve   July 26, 2016  


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Using FFL Vault

Yes! You can whitelist manufacturers and distributors for FFL approval. FFL Vault manually curates the distributors list (the manufacturers' list is pulled via the FFL type) and this list is confidential. If you think we've missed a distributor on our list, please let us know!

To whitelist distributors, log in to your account, then go to My FFL › Security Settings

For the fastest and most efficient FFL request approvals we recommend you choose Automatic Approval - Verified FFLs, Manufacturers, & Select Distributors.

FFL Vault Screen Shot - Security Settings

Steve   July 2, 2016  


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Yes! You can whitelist manufacturers and distributors for FFL approval. The manufacturers' list is pulled via the FFL type.

To whitelist distributors, log in to your account, then go to My FFL › Security Settings

For the fastest and most efficient FFL request approvals we recommend you choose Automatic Approval - Verified FFLs, Manufacturers, & Select Distributors.

FFL Vault Screen Shot - Security Settings

Steve   July 2, 2016  


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You can only upload scans via mobile upload or website upload one at a time. You can send up to 10 scans per fax or email, but you will be charged the processing fee per scan ($1 for faxes, $2 for mailed scans).

If you have several scans to upload or you are interested in coding to our API we'd be happy to talk to you. We can work with your team to create a custom solution and discuss our development and/or staffing costs with you.

Inquire About Bulk Uploads

Steve   July 1, 2016  


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For accounts that have Multiple FFLs (Platinum level accounts), you can choose who can access each FFL. Need to know more about Multiple FFLs?

Setting Access to different FFLs

By default, everyone on your account has access to all FFLs. To set specific FFL access:

  1. Make sure you have uploaded multiple FFLs.
  2. Go to Account › Manage Logins (you will need to be logged in)
  3. You can either Create a New Login or click on the name of the person you want to give access to different FFLs.
  4. On the Manage Login (or Create Login if you are setting up a new person) you can check the box next to each FFL to give that person access.

Set Access to each FFL on a Multiple FFL account

Troubleshooting

If you don't see Multiple FFLs in the Account sub navigation you will need to upgrade your account (to Gold or Platinum) to allow multiple people in your organization to access your account.

If you don't see Multiple FFL Access when you create a login, you will need to upgrade your account to Platinum to access Multiple FFLs.

Steve   July 8, 2016  


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Claiming your account is an easy 4 step process:

  1. Look up your FFL and select it
  2. Upload a signed copy of your FFL
  3. Verify you are the owner of the FFL
  4. Set up your account

How to Claim Your Account video walkthrough

Let's look at what happens during those steps.

Look up your FFL

FFL Vault pulls the ATF's Federal Firearms License database into our system. This is how we already have information on all currently valid FFLs. Once you find your FFL you select it to move on.

Only the rightful owner of the FFL can claim an FFL. This is just one of many security measures in place to ensure the security and integrity of the FFL Vault platform. No consumers or non-FFL holders can get into FFL Vault.

Upload a signed copy of your FFL

Once you've found your FFL you will upload a signed copy (make sure it's signed!). Please make sure your uploaded image is clear and focused.

Don't have your FFL on you right now? No problem. You can skip this step and upload it later. Not a fan of computer uploads? You can use your mobile phone to snap a picture or fax or mail it to us and we'll get it attached to your account.

Verify you are the owner of the FFL

Only verified FFL holders are eligible to access FFL Vault. You can verify your FFL by phone, credit card address match or by providing additional documents. Information about each option is available when you get to that step in the process.

Please note, credit cards are not charged for verification—you may see a pre-authorization for $1 from your credit card company but this is automatically refunded/cancelled upon verification. 

Set up your account

You'll finish by choosing a password and other account information. You will automatically have a Basic account, letting you manage your FFL for FREE and giving you 10 free FFL requests.

Once you've used FFL Vault to get started we invite you to upgrade to:

  • Silver Plan — more FFL transfers per month
  • Gold Account — manage multiple logins and even more FFL transfers
  • Platinum Plan — manage multiple FFLs, multiple logins, and unlimited FFL requests

See pricing plans here ›

Claim Your FFL

Steve   August 27, 2016  


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Requesting an FFL from another FFL holder is quick and easy—hey, that's the whole point!

  1. Go to Request FFL (you will need to be logged in)
  2. Lookup the FFL you want to request. 
  3. Click either System Request or Manual Request
  4. Fill in your transfer information—optional customer number, serial number(s), and reason for request. 

 

Check out our quick, 20 second, overview on Requesting an FFL

System Request or Manual Request

FFL Vault will either show you a yellow System Request button or a white Manual Request button, depending on the FFL you are requesting. 

System Request

When you click System Request you can fill in the optional transfer information (customer number, serial numbers, and reason) and send off the request. 

You will either get an instant approval or the request will go to the FFL holder for review depending on how they have their security settings. 

The request will go in your verification log and you will get an alert when it's approved. 

Manual Request

When you click Manual Request you can choose to contact the FFL holder yourself or have a team member from FFL Vault do it on your behalf. 

If you choose to request it yourself be sure to fill out the transfer information and click the 'I have requested this FFL' button. This will make sure your verification logs are complete and will let you easily look up the transfer and attach the FFL when you get it. 

If you choose to have an FFL Vault team member make the request please fill out all of the transfer information so we have enough information to call and get the FFL for you. 

Good news! You'll only need to make a manual request of the FFL holder once — after they have supplied their FFL your next request will go through as an automatic system request. 

Steve   September 10, 2016  


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Platinum level plans can upload up to 25 FFLs. This solution is for manufacturers, dealers, and store owners with multiple locations. Need to upload more than 25? Please contact us.

Upload Multiple FFLs

  1. Go to My FFL › Manage My FFL (you will need to be logged in)
  2. On that page you will see a section called Multiple FFLs.
  3. You can add each FFL from that widget.

Troubleshooting:

If you don't see the widget, you need to upgrade your account to handle Multiple FFLs.

Steve   July 8, 2016  


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You can upload the following items:

  • Copy of your FFL
  • Extension Letter / Letter of Authorization (LOA)


There are 4 ways to upload your information:

  • Online — if you have a copy of your information already on your computer or can scan it in, you can click a button to upload it to FFL Vault. 
  • Mobile — open up FFL Vault on your mobile device and use your mobile phone or tablet to take a photo of your information. Please make sure it's legible and in focus. 
  • Fax — you can fax your information to us ($1 processing fee will apply). You must use the FFL Vault fax cover sheet. 
  • Mail — you can mail your information to us ($2 processing fee will apply). You must include the FFL Vault Mailing Instructions sheet. 

Look for these icons on the upload pages:

Ready? You will be required to login. 

Upload LOA

Letter of Authorization (LOA) / Extension Letter

If you are having issues uploading your information please contact support

Steve   July 26, 2016  


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The ATF requires you to verify an FFL every time you make a transfer—so yes, but we can speed this up for you! It's important to use FFL Vault each time you make a transfer so that each send and request goes into your ATF Audit Log.

The first time you request an FFL you will see either a button for [SYSTEM REQUEST] or [MANUAL REQUEST]. If you only have the option for a manual request you'll be provided with the information to do so or have an FFL Vault team member do it for you. The good news is, you only have to do this the first time you make the request. 

Each subsequent request will show you a [SYSTEM REQUEST] button and you can easily and automatically add the transfer to your logs and ATF Audit Report.

Steve   September 5, 2016  


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FFL Vault is built off the information in the ATF's Federal Firearms License (FFL) database. This means the information about your FFL is already available and to complete your account you just need to upload a signed version of your FFL and verify your ownership.

No one except the registered FFL holder can claim your account. To learn more about claiming your account please click here. If you think someone else has attempted to claim your account or you have a question, please contact us using the support form.

Steve   August 27, 2016  


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ATF Audit Reports are available on Silver, Gold, and Platinum plans. While all transfers are logged on the free account, an ATF Audit Report is not available for this plan.

Good news though—your ATF Audit Report is there if and when you need it.

FFL Vault logs all of your FFL transfers no matter what level of account you have (even a free account) so your historical data is safe. Simply upgrade your account to access the report.

Your information is always secure on FFL Vault and your transfers are always confidential. Read more ›

Steve   August 21, 2016  


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For accounts with Multiple FFLs, a primary FFL is the one you interact with the most and is set as your default FFL. Your account admin can set your primary FFL for you, or you can choose to select it yourself.

Setting a Primary FFL

To set a primary FFL:

  1. Go to Account › Profile (you will need to be logged in)
  2. Scroll to the section called Primary FFL.
  3. Choose which FFL you want to set as your primary. A yellow star will appear next to your primary FFL and it will update throughout the system.

How to Set a Primary FFL

Troubleshooting:

If you don't see Primary FFL on your Profile it means your account hasn't been set up for Multiple FFLs or the admin of your account hasn't given you access to the Multiple FFLs that are available. Please speak to the admin of your account or upgrade your account here.

Steve   July 8, 2016  


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We use different badges throughout the FFL Vault system to help you understand the status of an FFL at a glance.

Occasionally you will the Type 03 FFL badge, it looks like this:

Type 03 Badge

Type 03 FFL badges are for Type 03 FFLs — Collector of Curios & Relics. The ATF does not publish Type 03 FFLs in their public database. Since FFL Vault syncs with the ATF database we aren’t able to automatically display Type 03 FFLs. We are planning to offer support to Type 03 FFLs in the future. If you are interested in knowing more, please add yourself to our Special Interests mailing list.

Steve   July 2, 2016  


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ATF Compliance

Yes! With the acceptance of technology, ATF has deemed a faxed, scanned, or e-mailed copy of a signed FFL License is acceptable and complies with the regulations that pertain to transferring firearms between FFL holders.  Your actual FFL includes the following language:

A faxed, scanned, or e-mailed copy of the license with a signature intended to be an original signature is acceptable.

FFL Copy language

Below, you will find links and excerpts to two ATF - FFL Newsletters that discuss acceptance / validity of faxed, scanned, and emailed copies.  They also address signatures, and electronic versions are acceptable.  

ATF FFL Newsletter — August 2005

ATF FFL Newsletter — August 2005

Download newsletter

CERTIFIED FAXED COPIES OF LICENSES

“Section 27 CFR 478.94 requires the following for sales or deliveries of firearms between licensees:

“A licensed importer, licensed manufacturer, or licensed dealer selling or otherwise disposing of firearms, and a licensed collector selling or otherwise disposing of curios or relics, to another licensee shall verify the identity and licensed status of the transferee prior to making the transaction. Verification shall be established by the transferee furnishing to the transferor a certified copy of the transferee’s license and by such other means as the transferor deems necessary:...”

This section of the regulations requires a licensee to verify another licensee’s status prior to making sales or deliveries to such licensee. Please be advised that ATF will now recognize a faxed copy of a Federal firearms license as an acceptable alternative form of verification.

ATF strongly suggests that FFLs utilize the FFLeZ Check system and verify the authenticity of the transferee’s license prior to shipping or disposing of a firearm(s) to another licensee.

In addition, verification and certification of a license is not considered valid unless a legible copy of the transferee’s license clearly identifies the name, address, license number and expiration date of the license. Acceptance of blurred or illegible copies of a transferee’s license may constitute noncompliance with regulations.

Finally, since all fax machines and settings differ, FFLs may need to fax with a fax resolution setting of fine, super fine, or photo to ensure the fax copy of the license is legible”

FFL Newsletter — January 2007
Download newsletter

SCANNED OR E-MAILED COPIES OF FEDERAL FIREARMS LICENSES

“An article in the August 2005, FFL Newsletter states that faxed copies of Federal firearms licenses (FFLs) are now acceptable.  We have received many inquiries about acceptance of other “electronic” versions of licenses such as e-mailed or scanned copies.  After further review of this issue, ATF has determined that scanned or e-mailed versions of licenses are also acceptable.

The regulations in 27 CFR 478.94 require that licensees disposing of firearms to other licensees verify the identity and licensed status of the transferee prior to delivery of the firearms.  Verification shall be established by the transferor furnishing a certified copy of their license to the transferor and by such means as the transferor deems necessary.  Under 27 CFR 478.95, a licensee may reproduce copies of his or her license for certification as required for sales to another licensee pursuant to 27 CFR 478.94. Accordingly, a reproduction of the license may be used, rather than an original copy.

Further, the regulations do not specifically address whether the certified license furnished to the transferor must have an original signature.  However, the license itself indicates that the signature on each copy of the certified license must be an original signature.  It is ATF’s position that any signature-whether it is done by hand with a pen, stamped, or auto-penned-is an original signature, if the person whose signature appears intends it as an original signature.”

ATF FFL Newsletter — January 2007

FFL Newsletter — January 2007

Download newsletter

SCANNED OR E-MAILED COPIES OF FEDERAL FIREARMS LICENSES

“An article in the August 2005, FFL Newsletter states that faxed copies of Federal firearms licenses (FFLs) are now acceptable.  We have received many inquiries about acceptance of other “electronic” versions of licenses such as e-mailed or scanned copies.  After further review of this issue, ATF has determined that scanned or e-mailed versions of licenses are also acceptable.

The regulations in 27 CFR 478.94 require that licensees disposing of firearms to other licensees verify the identity and licensed status of the transferee prior to delivery of the firearms.  Verification shall be established by the transferor furnishing a certified copy of their license to the transferor and by such means as the transferor deems necessary.  Under 27 CFR 478.95, a licensee may reproduce copies of his or her license for certification as required for sales to another licensee pursuant to 27 CFR 478.94. Accordingly, a reproduction of the license may be used, rather than an original copy.

Further, the regulations do not specifically address whether the certified license furnished to the transferor must have an original signature.  However, the license itself indicates that the signature on each copy of the certified license must be an original signature.  It is ATF’s position that any signature-whether it is done by hand with a pen, stamped, or auto-penned-is an original signature, if the person whose signature appears intends it as an original signature.”

Steve   June 23, 2016  


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The ATF will send you ATF Form 8 Part II, you will use this to renew your FFL. If you don't have it 30 days prior to your expiration date, contact the Federal Firearms Licensing Center at (866) 662-2750. Full contact information here.

From the ATF's website ›

Under § 478.45, Renewal of License, if a licensee intends to continue the business or activity described on a license issued under this part during any portion of the ensuing year, the licensee shall, unless otherwise notified in writing by the Chief, FFLC, execute and file with ATF prior to the expiration of the license an application for a license renewal, ATF Form 8 Part II, in accordance with the instructions on the form, and the required fee. In the event the licensee does not timely file an ATF Form 8 Part II, the licensee must file an ATF Form 7 as required by § 478.44, and obtain the required license before continuing business. A renewal application will automatically be mailed by ATF to the "mailing address" on the license approximately 90 days prior to the expiration of the license. If the application is not received 30 days prior to the expiration date, the licensee should contact the Federal Firearms Licensing Center (FFLC).

When you have sent your Federal Firearms License (FFL) Renewal Application, ATF Form 8 Part II, to ATF prior to the expiration of your federal firearms license and the application form has been postmarked before the expiration date, you may request a Letter of Authorization (LOA) from the FFLC to facilitate and carry on your business operations while your renewal application is in a pending status. The LOA provides evidence to your distributors that you may continue your business operations under your current license until ATF has completed the processing of your renewal application, even if the time needed by ATF to process the application extends beyond the expiration date of the current license. The LOA will state that operations may continue under the existing license for a period of up to six months. If the FFLC does not complete processing of the application within the six month period specified in the LOA, you may request the FFLC to extend the LOA. You may also provide copies of the LOA to your suppliers.


Wonder why you can't find the ATF Form 8 Part II (5310.11) online? Because the ATF will send it to you, partially filled out. If you don't have it in time, please give them a call.

Steve   July 12, 2016  


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Per ATF Conduct of Business web page ATF Conduct of Business

"Yes. Neither the GCA nor its implementing regulations require firearms be shipped only to the licensed business premises. Therefore, a licensee may lawfully receive firearms at the licensee’s mailing address, storage location, or other address where the licensee intends to ensure safe and secure receipt of the firearms."

Last Reviewed February 10, 2016

Steve   July 5, 2016  


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