Department Purchase - Letterhead Requirements

ATF requires that all letterhead follow the guidelines below.  Sample letterhead can be found in our downloads section or upon request to our LE Rep.

Departmental Purchases

We require one letterhead signed by the Chief Law Enforcement Officer - or CLEO (e.g. Chief or Sheriff). In the event that the CLEO is not available to sign the letterhead, we require the signature of the officer he/she has authorized to perform these duties. The designee must state in the letterhead that he/she is authorized by the CLEO to do so. The letter must also state the following:

  • That the firearm(s) and/or high capacity magazine(s) is not being purchased for personal use
    only.
  • That the firearm(s) and/or high capacity magazine(s) is not being purchased for transfer or
    resale.
  • That the firearm(s) and/or high capacity magazine(s) is being purchases for official duty use.
  • These statements are being made under penalty of perjury.

The department is also required to supply a Federal Tax Exemption Certificate or current FET will be applied. A purchase order number is required for all departmental orders. All departmental purchases can be on a Net 30 basis or normal payment terms.

Individual Officer Purchases

Individual Officer purchases require two letterheads. One from the CLEO as stated above, and one from the officer. The officer’s letterhead must also state the following:

  • That the firearm(s) and/or high capacity magazine(s) is being purchases for official duty use.
  • That the firearm(s) and/or high capacity magazine(s) is not being purchased for personal use.
  • That the firearm(s) and/or high capacity magazine(s) is not being purchased for transfer or resale.
  • That the following statements are being made under penalty of perjury.

This letter needs to include the description of the firearm and the method of payment (e.g. Visa, MC, COD - Cash, pre-pay). We do not extend terms to individual officers. Only one firearm of any given type is permitted per officer as a rule, however, we will judge all purchases on a case by case basis.

All firearms must ship to the address on the departments’ letterhead. The exception to this rule is officer guns shipping to California. These requests must be accompanied by an FFL, and the firearm will ship to that address.

Officers must also pay current FET on AR-15 models and 1911 pistols. These costs are not reflected in our LE pricing and must be added on.

If you have any questions, please contact our LE Representative.