Where to request old W2 forms
You can get copies of old W2 forms from two places: your employer (or former employer) and the Internal Revenue Service. Your employer is the faster route if you still have contact with them and they keep records going back that far. The IRS can retrieve copies if your employer no longer has them or won't provide them, though the process takes longer.
Start by contacting your employer's payroll or human resources department directly. Give them the specific year or years you need. Many employers keep W2 records for at least seven years, though some keep them longer. If the company is still in business and has stable records, you should hear back within a few business days.
If your employer is out of business, has closed that location, or will not respond, contact the IRS. You can request a wage and income transcript, which shows the same information as your W2 and is accepted by the IRS and most employers.
Key Takeaways
- Contact your employer's payroll department first with the specific year you need — this is usually the fastest way to get a copy.
- If your employer no longer has records or is out of business, request a wage and income transcript from the IRS instead.
- You can request an IRS transcript online through your IRS account, by phone at 1-800-908-9946, or by mail using Form 4506-C.
- Wage and income transcripts show your W2 information and are accepted in place of the actual W2 form by employers and the IRS.
- The IRS usually processes transcript requests within five to ten business days if you request online or by phone, or two to four weeks by mail.
Requesting from your employer
Call or email your former employer's payroll or HR department. Be specific: give the exact year or years you need, your full name, and your Social Security number. If the company is large, you may be transferred between departments — payroll, HR, and records management all handle W2 requests, so ask to be directed to whoever maintains tax records.
Some employers charge a small fee for copies of old W2 forms, though many do not. Ask about the cost and payment method before they process the request. If the company is still in business but refuses to provide the form, or if they say they no longer have records, move to requesting from the IRS instead.
How to request a wage and income transcript from the IRS
A wage and income transcript is an IRS document that shows your reported wages, tax withheld, and other income information for a specific year. It contains the same data as your W2 and is accepted by employers, lenders, and government agencies in place of the actual W2 form.
You have three ways to request one:
- Online through your IRS account: Create or log into your account at IRS.gov. Go to "Get Transcript" and select "Wage and Income Transcript." Choose the year you need and select delivery by mail. This is the fastest method — transcripts usually arrive within five to ten business days.
- By phone: Call the IRS at 1-800-908-9946. Have your Social Security number, date of birth, and filing status ready. The IRS will mail the transcript to the address on file with your tax return. Processing takes five to ten business days.
- By mail: Complete Form 4506-C and mail it to the IRS address listed on the form. Include the tax year you need and your current mailing address. Processing takes two to four weeks. You can download the form from IRS.gov.
The online and phone methods are faster and do not require you to mail anything. If you do not have an IRS online account, you can create one at IRS.gov using your Social Security number, date of birth, and address.
What information you will need
To request from your employer, have ready: the specific year or years you need, your full name as it appeared on the W2, and your Social Security number.
To request from the IRS, have ready: your Social Security number, date of birth, current mailing address, and the tax year you need. If you are requesting by phone or online, you may also need your filing status from that year (single, married filing jointly, etc.). If you are requesting by mail using Form 4506-C, you will need to sign the form.
How long it takes
Employer copies vary widely. If the company has good record-keeping and you reach the right department, you may get a copy within a few days. Larger companies or those with outdated record systems may take two to three weeks. If the company is out of business or records have been destroyed, they cannot provide one.
IRS transcripts are more predictable. Online requests and phone requests usually arrive within five to ten business days. Mail requests take two to four weeks. The IRS counts business days, not calendar days, so weekends and federal holidays add to the timeline.
If you need the form urgently
If you need proof of income quickly — for a loan application, rental verification, or employment check — request the transcript online or by phone rather than by mail. Online is fastest. You can also ask your employer to provide a letter on company letterhead stating your wages for that year, which some lenders and landlords will accept as temporary proof while you wait for the official transcript.
Some employers can email or fax a copy the same day if you call and ask. It is worth asking, especially if you have a relationship with someone in payroll or HR.
Frequently Asked Questions
Can I get a W2 from more than one year at once?
Yes. When you contact your employer, ask for multiple years in one request. When requesting from the IRS, you can request up to ten years of transcripts in a single online or phone request, though you may need to submit separate requests if you are using Form 4506-C by mail.
What if I do not know which employer issued the W2?
Request a wage and income transcript from the IRS for that year. The transcript will show all employers who reported wages to the IRS under your Social Security number. Once you know who they are, you can contact them directly for copies if you need the actual W2 form.
Is there a cost to get an old W2?
IRS transcripts are free. Some employers charge a small fee (usually under $10) for copies of old W2 forms, though many provide them at no cost. Ask when you contact payroll.
Can I print a W2 from my online employer account?
Some employers provide access to old W2 forms through their employee portal or payroll system. Log in and look for a section labeled "Tax Documents," "W2," or "Pay Stubs." If it is available, you can usually download and print it immediately. If your employer does not offer this, contact payroll directly.
What if the W2 has an error on it?
Contact your employer's payroll department and ask them to issue a corrected W2, called a Form W2-C. They will file the correction with the IRS and send you a copy. Do not use the old W2 if you know it contains an error.