Contact your former employer's payroll or human resources department
The fastest way to get a W2 is to call or email the payroll department at the company where you worked. You need the name of the business, the address or phone number, and the years you worked there. Payroll staff handle W2 requests regularly and can often send one within a few business days.
If you do not know the payroll contact, call the main company number and ask to be transferred to payroll or HR. You can also check your old pay stubs or bank statements — they often show the employer's address or phone number. If the company has a website, look for a "Contact Us" page or search for "payroll department".
When you call or email, have ready: your full name, the dates you worked there, your job title, and your Social Security number. This helps payroll find your records quickly. Ask them to mail the W2 to your current address or email it to you, and confirm how long it will take.
Key Takeaways
- Your former employer's payroll department is responsible for sending you a W2, and they must do so by January 31 each year for the previous tax year.
- If you cannot reach payroll directly, the IRS can tell you the employer's address, or you can file Form 4506-C to request a copy of your tax return from the IRS.
- If your employer closed, went out of business, or cannot be located, the IRS has a process to issue you a substitute W2 or allow you to file without it.
- Keep records of when you requested the W2 and from whom, in case you need to prove you tried to get it before filing your taxes.
What to do if you cannot reach your former employer
If the company is closed, the phone number no longer works, or payroll does not respond after two weeks, you have other options. First, search online for the company's current contact information — it may have moved, merged, or been bought by another business. If the new owner took over payroll, they may have records from the old company.
You can also call the IRS at 1-800-829-1040 and ask for the employer's last known address on file. The IRS keeps this information and can help you locate a business. Write down the address and try sending a certified letter to payroll requesting the W2.
If the employer truly cannot be found or is out of business, you have the right to file your taxes without the W2. You will need to report the income you remember from that job. Keep any documentation you have — pay stubs, bank deposits, 1099 forms, or written records of your wages — to support what you report.
Using Form 4506-C to get your tax information from the IRS
If you need proof of income but cannot get a W2, you can request a copy of your actual tax return from the IRS using Form 4506-C. This form asks the IRS to send you a transcript of what was filed in your name for a specific year. The transcript shows your reported income and is accepted by lenders, landlords, and government programs as proof of earnings.
You can order Form 4506-C online at irs.gov, by phone at 1-800-829-1040, or by mail. There is a small fee (usually $50 to $75) unless you are requesting it for a legitimate dispute with the IRS. The IRS typically sends the transcript within 5 to 10 business days if you order online, or 2 to 4 weeks by mail.
This option works best if you need proof of income for a loan, rental application, or government program. It does not replace a W2 for tax filing purposes, but it shows the IRS what income was reported under your name.
Filing taxes without a W2 if you cannot get one
You are not required to wait for a W2 to file your taxes. If your employer has not sent one by February 15 and you have made a genuine effort to get it, you can file using the income information you have. Report what you earned based on your pay stubs, bank records, or your own records of hours and pay rate.
When you file without a W2, attach a note to your return explaining that you requested it from your employer but did not receive it. Include the employer's name, address, and the dates you worked there. This protects you if the IRS later questions the income — it shows you acted in good faith.
If your employer eventually sends the W2 and it shows different income than what you reported, you may need to file an amended return. The IRS will contact you if there is a discrepancy. Having documentation of your request for the W2 helps prove you were not trying to hide income.
What happens if your employer never filed your W2 with the IRS
Sometimes an employer sends you a W2 but never files a copy with the IRS. You will not know this until the IRS contacts you or you try to file. If this happens, file your taxes with the W2 your employer gave you. If the IRS later says no W2 was filed in your name, you can show them the copy you received and explain that you reported it correctly.
If your employer filed a W2 with the wrong information — wrong name, wrong Social Security number, or wrong income amount — contact payroll immediately and ask for a corrected W2, called a W2-c. Your employer is required to file the correction with the IRS and send you a copy. This usually happens within 30 days.
If your employer refuses to send a corrected W2 or admits they never filed, you can file a complaint with your state's labor department or the IRS. The IRS has a process to investigate employers who do not file W2s correctly, and you can report this through Form 13909 on the IRS website.
Keeping records and timing for future reference
W2s must be mailed or made available to you by January 31 each year for the previous tax year. If you do not receive one by mid-February, contact payroll again. Most employers send them in late January, but some take longer if they are processing final records.
Keep copies of every W2 you receive, even after you file taxes. You may need them later for a mortgage, loan, or to prove your work history. Store them in a safe place with your tax returns — many people keep them for at least three years, which is how long the IRS can audit a return.
If you change jobs frequently, create a simple record each year: employer name, address, phone number, dates worked, and the date you received the W2. This makes it much easier to track down old employers years later if you need to.
Frequently Asked Questions
Can I file my taxes before I get my W2?
Yes. You can file anytime after January 1, but if you file before your W2 arrives, you may need to file an amended return if the W2 shows different income. Many people wait until late February to give employers time to send W2s. If you are owed a refund, filing early gets you the money sooner — the risk is small if you have good records of your wages.
What if my employer says they already mailed the W2 but I never got it?
Ask payroll to confirm the address they mailed it to — it may have gone to an old address. Request they email a copy or mail a replacement to your current address. If the original was mailed to the wrong place, payroll should send a new one at no cost. Get the tracking information or confirmation email so you have proof they resent it.
Do I need the original W2 or is a copy okay?
A copy is fine for filing taxes. The IRS does not require the original document. However, if you need the W2 for a loan or rental application, some lenders want the official copy with the employer's signature or seal. Ask the person requesting it whether a copy is acceptable before you request it from payroll.
How long do I have to request a W2 from an old employer?
There is no time limit to request a W2 from a previous employer, but the IRS only keeps records for about seven years. If you worked somewhere more than seven years ago, payroll may not have the records. In that case, contact the IRS to see if they have a record of the income under your name.
What if my employer went out of business years ago?
If the business no longer exists, you cannot get a W2 from them. Instead, use Form 4506-C to request a transcript from the IRS showing what income was reported under your name that year. If nothing was reported, you can file an amended return for that year if you still need to claim the income for a specific reason, though the statute of limitations may have passed.