Where to request W2s from past years
Your employer or their payroll provider holds your W2 forms, and most will send them to you online if you ask. The fastest route is your company's payroll portal — if you have login access, you can usually download W2s from the past three to seven years yourself without waiting for anyone to respond. If you do not have portal access or your employer is no longer in business, you can request copies directly from the IRS using Form 4506-C, which takes two to four weeks.
The method you use depends on whether your employer still exists and whether you have access to their systems. A business that closed years ago requires IRS involvement. A current employer with an online system can often send the form the same day you request it.
Key Takeaways
- Your current or former employer's payroll department can email or mail W2 copies at no cost, usually within one to five business days of your request.
- If your employer's payroll portal is available to you, you can download previous W2s yourself without contacting anyone.
- The IRS can provide W2 information from your tax records using Form 4506-C, but the process takes two to four weeks and costs $43.
- If your employer is out of business, the IRS is often your only option, though you may also contact your state's labor department for wage records.
Requesting W2s directly from your employer
Call or email your employer's payroll department and ask for W2 copies from the years you need. Have your full name, Social Security number, and the years you worked there ready. Most employers will send W2s by email or mail at no charge. Some payroll companies like ADP, Paychex, and Gusto allow employees to download their own W2s from a secure portal — if you have ever logged in to check a pay stub, you may already have access.
If your employer no longer has records — which can happen if the company closed or records were destroyed — ask whether they kept archives or whether a successor company took over payroll. If neither exists, move to the IRS route.
Using the IRS Form 4506-C to get W2 information
Form 4506-C is the official IRS request for wage and income transcripts, which show the same information as your W2. You fill out the form, mail it to the IRS address listed on the form itself, and they send you a transcript showing your W2 data from their records. The process takes two to four weeks. The IRS charges $43 per request, though you can order multiple years on one form.
You can also order transcripts online through your IRS account at irs.gov if you have set up an account with your Social Security number and email. Online orders are faster — usually three to five business days — and cost nothing. The transcript shows the same wage information as your W2, so it works for most purposes like mortgage applications or tax filing, though some employers or lenders specifically require the actual W2 form itself.
What to do if your employer is out of business
If the company closed and you cannot reach anyone, start with the IRS Form 4506-C route, since the IRS has wage records from tax filings your employer made at the time. You can also contact your state's labor department or department of employment — they keep wage records for unemployment insurance purposes and may provide copies or wage statements that serve the same function as a W2.
Some states allow you to request wage records online through their labor department website. Others require a phone call or mailed form. Search "[your state] wage records request" to find the right department and process. Having this backup option is useful if the IRS transcript does not meet the specific requirements of whoever is asking for your W2.
Costs and timelines for each method
| Method | Cost | Timeline | Best for |
|---|---|---|---|
| Employer payroll portal | Free | Immediate | Current employees with portal access |
| Employer payroll department request | Free | 1–5 business days | Current or recent employees |
| IRS Form 4506-C by mail | $43 | 2–4 weeks | Any year; employer out of business |
| IRS online transcript order | Free | 3–5 business days | Any year; need wage information only |
| State labor department | Free or low cost | 1–3 weeks | Employer out of business; state wage records |
What information you will need to provide
When you request W2s from your employer, have your full name, Social Security number, the years you worked there, and your job title or department ready. For IRS requests, you need your Social Security number, current address, and the tax years you are requesting. If you are requesting transcripts for someone else — such as a parent or spouse — you will need their Social Security number and written authorization.
If you are requesting from your state labor department, requirements vary by state, but most ask for your name, Social Security number, and the years of employment. Some states also ask for the employer's name and business address to match their records.
When a W2 transcript works instead of the actual form
A wage transcript from the IRS shows your gross income, federal tax withheld, and other wage information from your W2, but it is not the official W2 form itself. Most lenders, mortgage companies, and tax preparers accept transcripts for income verification. However, some employers or government agencies specifically require the actual W2 form — ask whoever is requesting it whether a transcript will work before you spend time and money ordering one.
If you need the actual W2 form and cannot get it from your employer or the IRS, ask the requesting party whether they have an alternative form they will accept, such as a pay stub, tax return, or wage statement from your state labor department.
Frequently Asked Questions
Can I get W2s from more than 10 years ago?
The IRS keeps wage records indefinitely, so you can request W2 information from any year using Form 4506-C. Your employer may not have records that far back — most keep payroll records for three to seven years. If your employer does not have them, the IRS transcript is your option.
What if I never received my W2 in the year I worked?
Contact your employer's payroll department first and ask them to reissue it. If the company is gone or will not respond, use Form 4506-C to get the wage information from the IRS. You can then file an amended tax return if needed using that information.
Do I need to pay to get W2s from my current employer?
No. Your employer is required to provide W2 copies at no charge. If they ask for money, that is not normal — contact your state's labor department or the IRS to report it.
How do I know if my employer uses a payroll portal?
Check any pay stub email you have received — it usually contains a link to the portal or the name of the payroll company. You can also call your payroll department and ask. If you have ever logged in to view a pay stub online, you already have access.
Can I get someone else's W2 if I have their permission?
Your employer can release a W2 to the employee only, not to a third party, without a written authorization form signed by the employee. The IRS will release transcripts to someone other than the employee if they have a power of attorney or written consent. Ask whoever is requesting the W2 what authorization they need.