How to request your W2 from an old employer

Contact your former employer's payroll or human resources department directly. Call the main office number, email the HR department, or use the company website to find payroll contact information. Tell them your full name, the dates you worked there, and your Social Security number. Ask them to mail or email your W2 for the tax year you need.

Most employers are required by law to send W2s to former employees by January 31 of the year following the tax year worked. If you left the job in 2023, your employer must send the 2023 W2 by January 31, 2024. If it is past that date and you have not received it, follow up with a second request.

Keep a record of when you requested the W2 and who you spoke with. If the employer does not respond within two weeks, send a written request by email or certified mail so you have proof of the request date.

Key Takeaways

  • Contact your former employer's payroll or HR department by phone, email, or their website to request your W2.
  • Employers must send W2s by January 31 of the year after you worked, so requests after that date may indicate a delay.
  • If your employer does not respond within two weeks, send a written request by email or certified mail to create a record.
  • If your employer cannot locate your W2, the IRS can issue a transcript that shows your income and tax withholding for that year.
  • You do not need the original W2 to file your tax return — an IRS transcript or a copy from your employer works the same way.

What to do if your employer will not respond

If you have made multiple requests and your employer does not send the W2, contact the IRS. Call the IRS at 1-800-829-1040 or visit irs.gov. Tell them your employer's name, the tax year, and that you have requested the W2 without success. The IRS can contact the employer on your behalf and may issue you a wage and income transcript instead.

A wage and income transcript shows the same income and tax withholding information as your W2. You can use it to file your tax return with the IRS. The transcript does not replace the W2 for all purposes — some lenders or government programs may still ask for the actual W2 — but it is enough to file taxes.

Getting a transcript from the IRS

You can request an IRS transcript without waiting for your employer to respond. The transcript shows your reported income and federal tax withholding for any year. You can order it online, by phone, or by mail.

Online: Go to irs.gov, select "Get Your Tax Record," and choose "Transcript." You will need to verify your identity using your Social Security number, date of birth, and filing status. The transcript is available immediately as a PDF.

By phone: Call 1-800-829-1040 and ask for a wage and income transcript. The IRS will mail it to you within 5 to 10 business days.

By mail: Complete Form 4506-C and mail it to the IRS address for your state. Processing takes 5 to 10 business days. You can find the form and mailing address on irs.gov.

When you worked for a company that no longer exists

If your former employer has closed, been acquired, or changed names, start by searching for the company's successor or parent company. Many mergers and acquisitions transfer payroll records to the new entity. Call the new company's HR department and explain that you worked for the previous company during a specific time period.

If you cannot locate the successor company, contact your state's Department of Revenue or Labor. They maintain records of business closures and can sometimes direct you to where payroll records were transferred. You can also request an IRS transcript, which does not depend on your employer having the W2 on file.

What information you need to provide

When you contact your employer, have the following ready:

  • Your full legal name as it appeared on your paychecks
  • Your Social Security number
  • The tax year you need (for example, 2023)
  • The dates you worked at the company
  • Your job title or department (helpful if the company is large)
  • The address where you lived during that tax year

If you have a copy of a pay stub from that job, bring it with you when you call. The stub shows your employer's name and address, which makes it easier to reach the right department.

Copies and duplicates

Your employer can send you a duplicate W2 if the original was lost or damaged. There is no charge for this. A duplicate W2 is identical to the original and works the same way for filing taxes or providing proof of income.

If you need multiple copies for different purposes — one for taxes, one for a mortgage lender, one for a government program — ask your employer to send you several at once. This is faster than making separate requests.

Frequently Asked Questions

Can I file my taxes without my W2?

You can file using an IRS wage and income transcript instead of the W2. The transcript shows your income and withholding. Some employers also allow you to file a tax return based on your pay stubs if you have them. Contact a tax preparer or the IRS if you are unsure whether your situation allows this.

How long does it take to get a W2 from my employer?

Most employers send W2s within two weeks of a request. If you request it before January 31, they may send it immediately. After January 31, they are no longer required to send it by law, though many still will. If it takes longer than two weeks, follow up with a written request.

What if I never received my W2 in the mail the first time?

Contact your employer and ask them to resend it. Provide the address where you want it mailed. If you have moved since you left the job, make sure you give them your current address. You can also ask them to email it to you instead.

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

A copy works for filing taxes with the IRS. Some lenders or government programs may ask for an "official" copy, which your employer can provide. An IRS transcript also works for most purposes. Ask whoever is requesting the W2 whether a copy or transcript is acceptable.

What if my employer says they never employed me?

Request an IRS transcript for that year. If the IRS has a record of your employer reporting your wages, the transcript will show it. If there is no record at all, you may have been paid under the table, and you should speak with a tax professional about how to handle that situation.