How to Get Old W2 Forms from Your Employer or the IRS

Where to request your old W2 forms

You can get old W2 forms from two places: your employer (the company that paid you) or the IRS. Your employer is the faster route if they still have records. The IRS can provide copies if your employer no longer has them or won't send them, though the process takes longer and costs money.

Start by contacting your former employer's payroll or human resources department. Give them the specific year you need and your full name and Social Security number. Many employers keep W2 records for at least seven years, so if you're looking for forms from the past decade, there's a good chance they can find them.

If your employer is out of business, no longer responds, or says they don't have the records, you'll need to contact the IRS. The IRS keeps copies of W2 information they received from employers, even if the employer itself has lost the original.

Key Takeaways

Contact your former employer's payroll department first—they can usually send you a copy within days if they still have records.
If your employer won't help or is out of business, you can request a transcript from the IRS using Form 4506-C or online through your IRS account.
The IRS charges a fee (currently $43) for a paper transcript mailed to you, but the online transcript is free.
Have your Social Security number, the tax year you need, and your current address ready before you contact either source.
The IRS typically takes 5 to 10 business days to mail a transcript, or you can view it immediately online.

Requesting from your employer directly

Call or email your former employer's payroll department and ask for a copy of your W2 for the year you need. Be specific: say "I need a copy of my 2022 W2" rather than "I need an old W2." Have your Social Security number ready when you call, and provide it when you email.

Most employers will email you a copy or mail it within a few business days. Some may charge a small fee for copies, though many do not. If the person who answers doesn't know, ask to speak with someone in payroll or human resources who handles tax documents.

If the company is still in business but payroll says they don't have records that far back, ask if they have an archive or records storage facility. Large companies sometimes keep older documents off-site. If they truly cannot locate it after a reasonable search, ask them to provide written confirmation that they don't have the record—this can be useful if you need to explain to the IRS why you're requesting a transcript instead.

Getting a transcript from the IRS

The IRS calls a copy of your W2 information a wage and income transcript. You can request one online, by mail, or by phone. The online method is fastest and free.

To request online, create or log into your account at IRS.gov using your Social Security number, date of birth, and filing status. Go to "Get Transcripts" and select "Transcript Online." Choose the tax year you need and the type "Wage and Income Transcript." You can view it immediately and print or download it. This transcript shows the W2 information the IRS received from your employer.

If you don't have an online IRS account or prefer not to create one, you can request a transcript by mail using Form 4506-C (Request for Transcript of Tax Record). Mail it to the IRS address listed on the form for your state. Include the tax year you need and check the box for "Wage and Income Transcript." The IRS will mail you a copy, which typically takes 5 to 10 business days. There is a fee of $43 per transcript.

You can also call the IRS at 1-800-908-9946 to request a transcript by phone, though this method is slower than online or mail.

What information the IRS transcript includes

A wage and income transcript from the IRS shows the same information that was on your original W2: your employer's name and tax ID, your wages, federal tax withheld, and any other income reported to the IRS. It is an official IRS document and is accepted by most organizations that ask for proof of income or tax records.

The transcript will not look exactly like your original W2 form—it's formatted as a text document rather than the familiar W2 box layout. But it contains all the same numbers and is legally equivalent for most purposes, including filing taxes, proving income to a lender, or responding to an IRS notice.

If you need the actual W2 form itself (the document with the boxes and your employer's logo), your employer is your only source. The IRS does not recreate the original form; they provide the transcript instead.

If your employer is out of business

If the company that paid you no longer exists, the IRS still has a record of what they reported. Request a wage and income transcript using the methods above—the IRS will have the information even if the employer is gone.

You may want to search online first to see if the company was acquired by another business. If it was, the new owner's payroll department might have inherited the old records. But if the company truly dissolved or closed, the IRS transcript is your reliable option.

Using your old W2 or transcript

An old W2 or IRS transcript can be used to prove past income to a lender, landlord, or government program. It's also useful if you need to file an amended tax return for a prior year or if the IRS contacts you about income from that year.

Most organizations accept either the original W2 or an IRS transcript. If someone specifically asks for "the original W2 form," explain that you no longer have it and offer the IRS transcript instead. In most cases, they will accept it. If they won't, contact your former employer again and ask if they can send a certified copy or a letter on company letterhead confirming the W2 information.

Frequently Asked Questions

How far back can I get W2 forms?

The IRS keeps records going back many years, typically at least seven years. Your employer may keep records for a shorter period. If you need a W2 from more than seven years ago, contact the IRS first to see if they still have it on file.

Do I need the original W2 or will a copy work?

A copy works for almost all purposes—proving income to a lender, filing taxes, or responding to an IRS inquiry. If someone insists on the original, ask why; most of the time a certified copy or IRS transcript will satisfy the requirement.

What if I lost my W2 and need to file my taxes?

You can file your tax return using the information from an IRS wage and income transcript. You do not need the physical W2 form. The IRS already has the information, and your tax software can pull it directly from your IRS account if you set up online access.

How much does it cost to get an old W2 from the IRS?

The online transcript is free. A paper transcript mailed to you costs $43. Your employer should provide a copy at no charge or for a small fee, so try them first.

Can I get someone else's W2?

No. The IRS will only provide a transcript to the person whose Social Security number is on the return. If you need your child's W2 or a spouse's W2, they must request it themselves or give you written permission and power of attorney.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.