The IRS does not issue W2 forms — your employer does
Your employer is responsible for sending you a W2 form by January 31st each year. The IRS receives a copy from your employer, but they do not print and mail W2s to workers. If you need a copy, you should contact your employer's payroll department or human resources office first.
If your employer is out of business, unreachable, or refuses to send you a W2, the IRS can help you get the information you need — but the process takes time and requires documentation of your attempts to reach your employer.
Key Takeaways
- Your employer must send you a W2 by January 31st; if you have not received it by mid-February, contact their payroll or HR department directly.
- The IRS can provide wage and income information from your tax records if your employer will not or cannot send a W2, but you must first show you tried to get it from the employer.
- You can request a wage transcript from the IRS by phone, mail, or through your online account at IRS.gov; a wage transcript shows what the IRS has on file for your income.
- If you need the actual W2 form itself for a loan, mortgage, or other purpose, you may need to file a complaint with your state's labor department if your employer refuses to provide it.
What to do if your employer has not sent your W2
Start by calling or emailing your employer's payroll or HR department. Give them your name, Social Security number, and the year you worked. Many W2s are delayed because of address changes, name changes, or data entry errors — payroll can often resend one the same day or within a few business days.
If your employer is a small business and you cannot reach anyone, try the main office phone number or look for contact information on old pay stubs or tax documents. If the business is closed or you have no way to reach them, move to the next step.
Requesting a wage transcript from the IRS
A wage transcript is a document showing what the IRS has on file for your income from your employer. It includes gross wages, federal tax withheld, and other income information. It is not the same as a W2 form, but it shows the same income data and is often accepted by banks, lenders, and government agencies.
You can request a wage transcript three ways:
- Online: Create or log into your account at IRS.gov, go to "Get Your Tax Record," and select "Wage and Income Transcript." You can view it immediately and print it.
- By phone: Call the IRS at 800-908-9946 and request a wage and income transcript. They will mail it to you within 5 to 10 business days.
- By mail: Complete Form 4506-C (Request for Transcript of Tax Record) and mail it to the IRS address listed on the form. Processing takes 5 to 10 business days.
The online option is fastest if you need the information right away. The phone and mail options are free and do not require a fee.
When you need the actual W2 form itself
Some situations require the original W2 form — certain mortgage lenders, for example, will not accept a transcript. If your employer will not provide a W2 after you have asked multiple times, you have two options.
First, file a complaint with your state's labor department or department of labor. Most states have a wage claim process for workers whose employers fail to provide required documents. You will need to provide your employer's name, your dates of employment, and documentation of your attempts to get the W2.
Second, contact the IRS directly at 800-829-1040 and report that your employer has not provided a W2. The IRS can investigate and may issue a notice to your employer requiring them to file and send the form. This process can take several weeks.
What information you will need
Whether you are contacting your employer, the IRS, or your state labor department, have the following ready:
- Your full name and Social Security number
- The year the W2 covers
- Your employer's name and address (or the last address you have on file)
- Your dates of employment
- A copy of a recent pay stub if you have one
If you are filing a complaint with your state labor department, also gather any written communication with your employer about the missing W2, such as emails or letters.
Frequently Asked Questions
Can I file my taxes without a W2?
You can file using a wage transcript instead of a W2 in most cases. If you are using tax software or filing by mail, enter the income information from your transcript. Some employers and lenders may specifically require the W2 form, so check first.
How long does it take to get a wage transcript from the IRS?
Online transcripts are available immediately if you access them through your IRS account. Phone and mail requests take 5 to 10 business days. There is no charge for any method.
What if I worked for multiple employers in the same year?
Request a wage transcript for each employer separately, or contact each employer's payroll department for their W2. The IRS transcript will show all employers' income on one document if you request a complete wage and income transcript.
Can the IRS send me a W2 instead of a transcript?
No. The IRS does not issue W2 forms. They can only provide a transcript of the wage information they have on file. If you need the actual W2 form, you must get it from your employer or file a complaint with your state labor department.
What if my employer went out of business?
Request a wage transcript from the IRS — it will show the income they reported for you. If you need the actual W2 form for a specific purpose, contact your state labor department to file a wage claim against the closed business.