Request your W2 directly from your employer's payroll or HR department

Your employer is required by law to send you a W2 form by January 31 each year for the previous tax year. If you have not received it by early February, contact your employer's payroll department or HR office in writing — email works, but keep a copy. Give them your full name, Social Security number, and the tax year you need the form for. Most employers will send it within five to ten business days of receiving your request.

If your employer has closed, gone out of business, or you cannot locate them, the IRS can help you track down a W2 or issue a substitute form. Call the IRS at 1-800-829-1040 or visit irs.gov and search for "Where's My W2." You will need your Social Security number, tax year, and the employer's name and address if you have it.

Key Takeaways

  • Your employer must send your W2 by January 31, so check your mail and email by mid-February before taking further steps.
  • Contact your employer's payroll or HR department in writing with your name, Social Security number, and the tax year you need.
  • If your employer is unreachable or out of business, the IRS can issue a substitute W2 or help you locate the original.
  • You can file your tax return without the W2 in hand if you have your pay stubs and know your total wages and taxes withheld.

What to do if your employer will not send the W2

If your employer refuses to send you a W2 after you have requested it in writing, you can file a complaint with the IRS. The IRS takes employer non-compliance seriously and can investigate and penalize the employer. File Form 13909, "Information Referral," with the IRS Criminal Investigation division. You can submit it online at irs.gov or mail it to the address listed on the form.

While the IRS investigates, you can still file your tax return. Use the information from your pay stubs — your total wages, federal income tax withheld, Social Security tax withheld, and Medicare tax withheld — and file as if you had the W2. The IRS will cross-check your return against what your employer reports, and if there is a discrepancy, they will contact you.

Getting a W2 from a previous employer years later

If you need a W2 from a job you held several years ago, start by contacting that employer's payroll department the same way you would for a recent W2. Employers are required to keep W2 records for at least four years, so they should have it on file even if the company has changed ownership or moved.

If the company no longer exists or you cannot reach them, contact the IRS at 1-800-829-1040. Have ready the employer's name, the years you worked there, and your Social Security number. The IRS can sometimes retrieve the W2 information from what the employer reported to them, or they can issue a transcript of your wage and income record that serves the same purpose for tax filing.

Using a wage and income transcript instead of a W2

If you cannot obtain the actual W2 form, the IRS can provide a "Wage and Income Transcript" that shows the same information — your wages, federal withholding, and other income reported to the IRS by your employer. You can order this transcript free from irs.gov, by phone at 1-800-829-1040, or by mail using Form 4506-C. The transcript usually arrives within two weeks if you order online or by phone.

A wage and income transcript is not the same as a W2 form, but it contains the same wage data and can be used to file your tax return. Some employers and financial institutions may ask for the actual W2 form instead, so check with them before ordering a transcript.

Duplicate W2s if you lost the original

If you received your W2 but lost it, contact your employer and ask for a duplicate. They can print another copy from their records at no cost. Request it in writing and specify that you need a duplicate of the original, not a corrected form — this matters because a corrected W2 (Form W2-C) is only used when the original had errors.

You can also download a copy from your employer's online payroll portal if they offer one. Many companies now provide W2s through secure employee portals where you can view and print them anytime.

What information appears on your W2

Your W2 shows your total wages for the year, federal income tax withheld, Social Security wages and tax, Medicare wages and tax, and any other income or deductions your employer reported. Box 1 shows your taxable wages. Boxes 2 and 6 show federal and Medicare tax withheld. The form also lists your employer's name, address, and tax ID number, and your name, address, and Social Security number.

Review your W2 carefully against your pay stubs. If you spot an error — wrong wages, wrong withholding, wrong Social Security number — contact your employer immediately and ask them to issue a corrected W2 (Form W2-C). Do not file your tax return until the error is fixed, because the IRS will receive a copy of the W2 and will flag any mismatch with your return.

Frequently Asked Questions

Can I file my taxes without receiving my W2 yet?

Yes. If your employer has not sent the W2 by mid-February, you can file using your pay stubs. Write "Received from employer" in the space for the W2 on your return. The IRS will match your return to the W2 when it arrives, and if the numbers match, there is no problem. If they do not match, the IRS will contact you.

What if I worked for multiple employers in one year?

You will receive a separate W2 from each employer. You must report all of them when you file your tax return. If you are missing one, contact that employer first. If you cannot reach them, you can file with the W2s you have and note which employer you are missing on your return.

Do I need the W2 to file electronically?

No. You can file electronically using the information from your pay stubs. However, if you are using tax software or a tax preparer, they will ask you to enter the W2 information, so having the form or a transcript makes the process faster and reduces errors.

How long does the IRS keep W2 records?

The IRS keeps wage records for at least ten years. If you need a W2 from more than four years ago, your employer may not have it, but the IRS can usually provide a wage transcript showing what was reported to them.