Your employer or the IRS can send you a copy, but the fastest route depends on when you need it

If you worked during a calendar year and your employer withheld taxes, they must send you a W2 by January 31 of the following year. You can get a copy from your former employer's payroll department, download it from your employer's online portal if one exists, or request it from the IRS if your employer did not send it or you cannot reach them. The method you choose depends on how much time you have and whether you still have contact with the company.

Most people find their W2 in their mailbox or email inbox without taking extra steps. If you moved after leaving the job or changed email addresses, the form may not have reached you. Starting there — checking mail and email — saves you a phone call in most cases.

Key Takeaways

  • Your employer is required to mail or provide your W2 by January 31 each year, so check your mail and your email first before taking other steps.
  • If your employer has an online payroll system, you can usually download your W2 directly from your employee portal without calling anyone.
  • Calling your former employer's payroll or HR department is the fastest way to get a copy if you do not have online access.
  • The IRS can send you a transcript that shows your W2 information if your employer never sent one or you cannot locate it.
  • You will need your Social Security number, the employer's name and address, and the year you worked there to request a W2 from any source.

Check your mail and email first

W2 forms arrive by mail between January 1 and January 31 each year. Check your mailbox and your email inbox — many employers now send W2s electronically or provide a link to download them. If you moved after leaving the job, the W2 may have gone to your old address. Contact your former employer's HR or payroll department to confirm they have your current mailing address on file.

If you worked for a large company, you may have received an email notification that your W2 is ready to view in an online portal. Log in using your employee ID and password, or use the "forgot password" option if you no longer remember it. Some employers keep these portals open for several years after you leave. Check any email from your employer's payroll or HR department — it often contains a direct link to download the form.

Call your former employer's payroll or HR department

This is usually the fastest way to get a W2. Find the company's main phone number online, call, and ask to speak to someone in payroll or human resources. Have your full name, Social Security number, and the dates you worked there ready. Tell them you need a copy of your W2 for the year you worked there.

If the company is small or no longer in business, you may reach a voicemail or be transferred several times. Leave a message with your name, phone number, and the year you need, and ask them to mail or email the form. If you do not hear back within a week, try calling again or ask if there is a different department that handles old employee records. Large companies often have a dedicated line for former employees requesting tax documents.

Request a W2 transcript from the IRS

If you cannot reach your employer or they say they never filed your W2, you can request a transcript from the IRS that shows the same income information. You have three options: call the IRS, request it online, or mail a form.

By phone: Call the IRS at 1-800-829-1040 (Monday through Friday, 7 a.m. to 7 p.m. your local time). Have your Social Security number, date of birth, and mailing address ready. Tell them you need a W2 transcript for a specific year. They will mail it to you within 5 to 10 business days.

Online: Go to irs.gov and look for "Get Your Tax Record" under the Tools section. You can create an account and download a transcript immediately if you can verify your identity. This is the fastest method if you have access to a computer and can complete the identity verification steps.

By mail: Complete Form 4506-C (Request for Transcript of Tax Return) and mail it to the IRS address listed on the form. Include your Social Security number, the year you need, and your current mailing address. This takes 5 to 10 business days after they receive it.

What to do if your employer says they did not file your W2

If your employer tells you they never filed a W2 for you, report this to the IRS. You can file Form 13909 (Information Referral) online at irs.gov or print it and mail it. This alerts the IRS that your employer may not have reported your income, and they will investigate.

In the meantime, you can still file your tax return using the W2 transcript from the IRS or by reconstructing your income from pay stubs. If you have pay stubs from that job, gather them — they show your gross income and withholdings, which is what the IRS needs to verify your earnings. Keep copies of everything you send to the IRS, and save any written communication from your employer saying they did not file.

What information you need to request a W2

No matter which method you use, have this information ready before you contact anyone:

  • Your full legal name and Social Security number
  • The employer's name and address (or the name of the company as it appeared on your paychecks)
  • The calendar year you worked there
  • Your current mailing address
  • Your phone number or email address

If you worked for a large company with multiple locations, include the specific branch or office where you worked. If you do not remember the exact address, search the company name online or check an old pay stub — the address is usually printed there. Having this information ready before you call or submit a request online will speed up the process.

Frequently Asked Questions

Can I get a W2 from a job I had more than a year ago?

Yes. Employers must keep W2 records for at least four years, and the IRS keeps them indefinitely. You can request a transcript from the IRS for any year you worked, even if it was 10 or 20 years ago. Call 1-800-829-1040 or use the online transcript tool at irs.gov.

What if I lost my W2 and need it for a loan or apartment application?

Contact your former employer first — they can print a duplicate. If you cannot reach them, request a W2 transcript from the IRS online at irs.gov, which you can download immediately and print. Most lenders and landlords accept an IRS transcript as proof of income.

Do I need my W2 to file taxes if I do not owe money?

You should still file a tax return if taxes were withheld from your paychecks, because you may be owed a refund. You can file using a W2 transcript from the IRS instead of the original form. The IRS has a record of what your employer reported, so you can file even if you never receive the physical W2.

How long does it take to get a W2 from the IRS?

If you request it online and verify your identity, you can download it immediately. If you call or mail a request, the IRS will mail it to you within 5 to 10 business days. During tax season (January through April), wait times may be longer.

What if the W2 I received has the wrong information on it?

Contact your former employer's payroll department immediately and ask them to issue a corrected W2, called a W2-C. They must send the corrected form to you and the IRS. Do not file your taxes until you have the corrected form, because the IRS will have the wrong information on file and it may delay your refund.