Checklist template

Firearm and regulated product controls for sporting goods stores

A ready-to-use checklist with 120 items in 6 sections, covering Storage, Records, Transfers, Ammunition, Display security, Audits. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 120 Items
  • 102 Yes / No checks
  • 6 Scored ratings
  • 132 Points

Use this template How audits work

1. Storage 20 items

  1. Every firearm that is not on display is in the locked vault, safe or firearm room Yes / No 1 pt
  2. The firearm room door was locked when the inspector arrived Yes / No 1 pt
  3. The list of employees authorized to enter the firearm room is on file Yes / No 1 pt
  4. No former employee is on the authorized list Yes / No 1 pt
  5. Firearm room keys are carried by an authorized employee or kept in a locked key cabinet Yes / No 1 pt
  6. The key log is signed at each shift change Yes / No 1 pt
  7. Handguns are locked in a safe or cabinet inside the firearm room after closing, where company policy requires it Yes / No 1 pt
  8. Every firearm in storage carries a tag with its serial number and stock number Yes / No 1 pt
  9. Customer firearms held for repair or consignment are tagged with the customer's name and record number Yes / No 1 pt
  10. Customer firearms are stored apart from store stock Yes / No 1 pt
  11. Firearms waiting for a background check result are tagged "hold" Yes / No 1 pt
  12. Firearms on hold are kept apart from stock that is free to sell Yes / No 1 pt
  13. Ammunition is not kept in the same locked container as firearms, per company policy Yes / No 1 pt
  14. A door contact or motion sensor covers the firearm room Yes / No 1 pt
  15. A camera covers the firearm room door Yes / No 1 pt
  16. The firearm room has a secured ceiling or cage top, with no access over the wall Yes / No 1 pt
  17. Display firearms are moved to the vault or locked on their racks at closing, as company policy requires Yes / No 1 pt
  18. No firearm shipment is left on the receiving dock Yes / No 1 pt
  19. Date of the last test of the firearm room alarm Date
  20. Security of firearm storage Rating
    • Locked, access limited, alarmed and on camera 5 pts
    • One control missing 3 pts
    • Firearms outside locked storage or access not controlled 1 pt

2. Records 19 items

  1. The acquisition and disposition record (bound book or electronic) is kept at the store Yes / No 1 pt
  2. Firearms received in the last 7 days are entered in the record within the time required by regulation Yes / No 1 pt
  3. 10 firearms sold recently each have a disposition entry with the date and the transaction reference Yes / No 1 pt
  4. 10 open entries picked from the record were each traced to a firearm on hand Yes / No 1 pt
  5. 10 firearms picked from the racks and the vault were each traced to an open entry in the record Yes / No 1 pt
  6. Corrections in a paper record are a single line through, initialed and dated, with no correction fluid Yes / No 1 pt
  7. Completed transaction records are filed in the order required by regulation Yes / No 1 pt
  8. Every question is answered on a sample of 10 transaction records Yes / No 1 pt
  9. The sample transaction records are signed and dated by the buyer Yes / No 1 pt
  10. The sample transaction records are signed and dated by the employee who made the transfer Yes / No 1 pt
  11. The type and number of the buyer's identification are recorded on the sample records Yes / No 1 pt
  12. The background check reference number and its result are recorded on the sample records Yes / No 1 pt
  13. Records of denied and canceled transactions are kept as required by regulation Yes / No 1 pt
  14. Firearm records are kept in a locked cabinet Yes / No 1 pt
  15. The store's firearm license is displayed or available at the counter Yes / No 1 pt
  16. Copies of multiple-sale reports are on file where regulation requires such reports Yes / No 1 pt
  17. Expiration date of the store's firearm license Date
  18. Errors found in the sample of 10 transaction records Number
  19. Accuracy of firearm records Rating
    • No error in the samples 5 pts
    • Minor errors, all correctable 3 pts
    • Missing entries or untraceable firearms 1 pt

3. Transfers 19 items

  1. Only employees with current firearm sales certification complete transfers Yes / No 1 pt
  2. Certification records of firearm counter employees are on file Yes / No 1 pt
  3. The buyer's government-issued photo identification is checked for validity at the start of each transfer Yes / No 1 pt
  4. The buyer fills in the buyer's part of the transaction record personally Yes / No 1 pt
  5. The background check or license verification required by regulation is completed before a firearm is released Yes / No 1 pt
  6. When a check is delayed, the firearm is held until release is allowed by regulation and company policy Yes / No 1 pt
  7. Waiting periods are applied where required by local regulation Yes / No 1 pt
  8. The minimum age for the type of firearm is verified as required by regulation Yes / No 1 pt
  9. An employee asked can describe the signs of a straw purchase Yes / No 1 pt
  10. Refused sales are recorded in a log with the date and the reason Yes / No 1 pt
  11. A second employee compares the serial number on the firearm with the paperwork before release Yes / No 1 pt
  12. The firearm leaves the counter cased or boxed Yes / No 1 pt
  13. A locking device is supplied with each firearm as required by regulation Yes / No 1 pt
  14. An employee carries the firearm to the exit or the checkout, as company policy requires Yes / No 1 pt
  15. Customers bringing in their own firearm have it checked as unloaded and tagged at the entrance Yes / No 1 pt
  16. Firearms shipped to the store for a customer are entered in the record before release Yes / No 1 pt
  17. Firearms sent to another store go only to licensed locations, with the carrier tracking number on file Yes / No 1 pt
  18. Firearms sent out to a gunsmith are recorded as dispositions Yes / No 1 pt
  19. Transfer procedure as observed or reviewed Rating
    • Every step followed 5 pts
    • Steps followed but poorly documented 3 pts
    • Steps skipped 1 pt

4. Ammunition 19 items

  1. Handgun ammunition is kept behind the counter or in a locked case Yes / No 1 pt
  2. Rifle and shotgun ammunition is on open shelves only where regulation and company policy allow it Yes / No 1 pt
  3. The register prompts for the customer's date of birth when ammunition is scanned Yes / No 1 pt
  4. Identification or a license is checked for ammunition sales where required by local regulation Yes / No 1 pt
  5. Ammunition sales are logged where required by local regulation Yes / No 1 pt
  6. Per-customer quantity limits are applied when company policy sets them Yes / No 1 pt
  7. Ammunition overstock is kept in a locked stockroom cage Yes / No 1 pt
  8. Ammunition is stored away from heaters and from flammable products (solvents, propane) Yes / No 1 pt
  9. Smokeless powder is stored in an approved cabinet, within the quantity allowed by the local fire code Yes / No 1 pt
  10. Black powder and substitutes are stored in the magazine or cabinet required by local regulation Yes / No 1 pt
  11. Primers are stored apart from powder Yes / No 1 pt
  12. Damaged and loose rounds are collected in a designated container for disposal by the approved vendor Yes / No 1 pt
  13. Returned ammunition is not put back on sale Yes / No 1 pt
  14. High-theft calibers are cycle counted on the schedule set by company policy Yes / No 1 pt
  15. The last ammunition cycle count variance was investigated Yes / No 1 pt
  16. No loose round is on the shelves or the floor Yes / No 1 pt
  17. Signs state that customers must not load ammunition into a firearm in the store Yes / No 1 pt
  18. Variance found in a spot count of 3 handgun calibers (boxes) Number
  19. Control of ammunition Rating
    • Secured, age-checked and counted 5 pts
    • One control missing 3 pts
    • Restricted ammunition accessible or not counted 1 pt

5. Display security 22 items

  1. Long guns on display racks are secured with a locking bar or a cable through the trigger guard Yes / No 1 pt
  2. The lock was engaged on every long gun rack at the time of the visit Yes / No 1 pt
  3. Handguns are displayed only in locked glass cases Yes / No 1 pt
  4. No key is left in a display case lock Yes / No 1 pt
  5. Display firearms have no magazine inserted Yes / No 1 pt
  6. Display firearms carry a trigger lock or cable lock where company policy requires it Yes / No 1 pt
  7. Only one firearm at a time is handed to a customer Yes / No 1 pt
  8. The employee checks that the firearm is unloaded each time before handing it over Yes / No 1 pt
  9. The firearm counter is staffed whenever a case is unlocked Yes / No 1 pt
  10. Customers are not allowed behind the firearm counter Yes / No 1 pt
  11. Display firearms are counted at opening with a signed count sheet Yes / No 1 pt
  12. Display firearms are counted at closing with a signed count sheet Yes / No 1 pt
  13. Display count sheets for the last 30 days are on file Yes / No 1 pt
  14. The camera view of the firearm counter is not blocked by signs or fixtures Yes / No 1 pt
  15. Crossbows, airguns and bear spray are locked up or behind the counter as regulation and company policy require Yes / No 1 pt
  16. The register prompts for age on airguns, knives and bear spray Yes / No 1 pt
  17. Magazines and accessories restricted by local regulation are not stocked Yes / No 1 pt
  18. No real firearm is in a window or storefront display Yes / No 1 pt
  19. The closing checklist shows that the gates or shutters over the firearm cases were closed last night Yes / No 1 pt
  20. Long guns counted on display Number
  21. Handguns counted on display Number
  22. Security of the firearm display Rating
    • Every firearm locked and counted 5 pts
    • Isolated lapses corrected on the spot 3 pts
    • Unlocked firearms or unattended counter 1 pt

6. Audits 21 items

  1. A full serial-number inventory of all firearms was made within the interval set by company policy Yes / No 1 pt
  2. The last full inventory matched the acquisition and disposition record Yes / No 1 pt
  3. Each discrepancy in the last full inventory has a documented resolution Yes / No 1 pt
  4. Any missing firearm was reported to the authorities within the time required by regulation Yes / No 1 pt
  5. The manager's periodic self-audit of transaction records is documented Yes / No 1 pt
  6. Errors found in self-audits were corrected by the documented procedure Yes / No 1 pt
  7. The last internal compliance audit report is on file Yes / No 1 pt
  8. Corrective actions from the last internal compliance audit are completed Yes / No 1 pt
  9. The last regulator inspection report is on file Yes / No 1 pt
  10. Employees know to call the manager and head office compliance when a regulator arrives Yes / No 1 pt
  11. Annual refresher training is complete for every firearm counter employee Yes / No 1 pt
  12. Employees were background checked before being given firearm access, where regulation requires it Yes / No 1 pt
  13. Lock or combination changes after employee departures are documented Yes / No 1 pt
  14. Law enforcement trace requests are logged with the time of the answer Yes / No 1 pt
  15. Date of the last full firearm inventory Date
  16. Date of the last internal compliance audit Date
  17. Firearms on hand according to the record Number
  18. Firearms counted by the inspector Number
  19. Name of the manager on duty Short text
  20. Overall control of firearms and regulated products Rating
    • Every firearm traced, records and counts complete 5 pts
    • Minor record errors, every firearm traced 4 pts
    • Record gaps or locking lapses that need action 3 pts
    • Firearm untraced or left unsecured 1 pt
  21. Comments and corrective actions Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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