What Is the New York P-12 Form? A Complete Guide for FFLs

The New York P-12 Form (often called the Dealer Transaction Slip) is a
New York State Police–required reporting form used to document
handgun receipts and dispositions handled by licensed dealers and gunsmiths in New York.

This guide explains what the P-12 is, who must complete it,
which transactions require it, and how to fill out each field.

Table of Contents

• What is the New York P-12 form?
• What regulations govern the New York P-12 form?
• What type of FFLs are required to complete a New York P-12 form?
• What firearm transactions require a New York P-12 form?
• What fields are on the New York P-12 Form?
• Do any FFL Bound Book or Gun Store POS integrate with the New York P-12 Form?
• FAQ

What type of FFLs are required to complete a New York P-12 form?

In general, any New York-licensed firearms dealer or gunsmith handling handguns may be required to complete
a P-12 for applicable transactions. This often includes common retail and gunsmithing license types, depending on how
the licensee conducts handgun transactions.

• FFL 01 – Dealer in Firearms
• FFL 02 – Pawnbroker in Firearms
• FFL 07 – Manufacturer (when conducting applicable retail handgun transactions)

What firearm transactions require a New York P-12 form?

The P-12 is commonly required for a wide range of handgun-related transactions. Dealers should confirm local expectations,
but generally you should anticipate P-12 reporting wherever a handgun is received or delivered
through the business.

• Sales & Transfers: Retail handgun sales and transfers
• Inventory movements: Trades, consignments, and dealer-to-dealer handgun transactions
• Service workflows: Gunsmithing intake/return (where required for reporting)

What fields are on the New York P-12 Form?

Below is a field-by-field checklist-style guide aligned to the official completion instructions you provided.

Where the form uses checkboxes, be sure to select only one option when indicated.

Firearm information

• Make – Enter the make of weapon (DO NOT ABBREVIATE)
• Caliber – Enter the caliber of weapon
• Serial Number – Enter the serial number of the weapon
• Pistol or Revolver – Check only one (if different, such as single shot, so state)
• New or Used – Check only one; “used” means previously sold at retail and possessed by a private party
• Barrel Length – Enter the length of the weapon’s barrel

Transaction details

• Month/Day/Year – Enter transaction date as MM/DD/YY
• Sold to / Received from / Repaired for – Check one only

Person or agency information

• Name – Person or agency the weapon was sold to, received from, or repaired for
• Address – Full address of the person or agency
• DOB – If a person, enter date of birth and verify accuracy
• Occupation – If a person, enter occupation
• Employer/Agency – Employer name if person; agency name if police/peace officer
• Badge Number – Enter if purchased under exempt police/peace officer status; PPB-4 required

License and issuing authority

• Pistol License Number / NYSP Dealer Code / FFL – Pistol license # for NY license holder; FFL # for out-of-state FFL
• Date Issued – If pistol license holder, enter date issued
• Issuing Authority – If pistol license holder, enter issuing authority (county/authority)

Do any FFL Bound Book or Gun Store POS integrate with the New York P-12 Form?

Some firearm retail software platforms, such as Orchid POS, can support P-12 workflows by helping dealers reduce manual data entry and improve consistency. Integration typically focuses on auto-populating required fields, compliant printing formats, and centralized access to reprint or batch-print forms.

• Automation: Auto-fill firearm and customer/vendor fields from transaction data
• Formatting: Print layouts aligned to P-12 size constraints (confirm local requirements)
• Workflow support: Store, search, and reprint forms to support weekly submission processes

Frequently Asked Questions (FAQ)

Is there a standard sized paper or form for New York P-12 form?

• Yes—NYSP guidance indicates the P-12 submitted should not be larger than 4″ × 6″.

Can I email or electronically submit the New York P-12 form?

• Submission methods can vary by county/procedure. Confirm expectations with the relevant licensing authority and NYSP guidance.

Is a 4473 still required with a New York P-12 form?

• Yes. The P-12 is a state reporting form; it does not replace ATF Form 4473 for applicable transfers.

Is a background check still required with a New York P-12 form?

• Yes—New York background checks are processed through the New York State Police.
• FFLs in New York generally do not contact FBI NICS directly; the state uses NICS-On.
• Processing times may be longer on weekends/holidays and fees may apply

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Tired of Manually Filling Out New York P-12 Forms?

New York handgun reporting is too important to get wrong. Orchid POS helps FFLs automatically populate, print, store, and reprint P-12 forms—reducing errors, saving time, and keeping your shop audit-ready.