Where to start: contact your old employer directly

The fastest way to get a W2 from a previous job is to call or email the payroll or human resources department of your former employer. They are required by law to send you a copy by January 31 of the year following the one in which you earned the income. If you left the job in 2023, your employer must send the W2 by January 31, 2024.

Have your Social Security number and the dates you worked there ready when you contact them. If you do not remember the exact address or phone number, search the company name online or check old pay stubs, which usually list payroll contact information.

Many larger employers have online portals where you can download your W2 yourself. Ask the payroll department whether this option exists and how to log in. Some companies keep these portals open year-round; others close them after tax season.

Key Takeaways

  • Your former employer is required to mail or provide your W2 by January 31 of the year after you earned the income, so contact payroll or human resources first.
  • If your employer cannot locate your W2 or has gone out of business, the IRS can issue you a transcript that shows your reported wages and tax withholding.
  • You will need your Social Security number, the employer's name and address, and the dates you worked there to request a replacement W2 or IRS transcript.
  • If you never received a W2 that your employer says they sent, file your tax return using an IRS transcript and report the missing form to the IRS.

What to do if your employer will not send it

If payroll says they cannot find your W2 or refuses to send it, you have a right to report this to the IRS. The IRS takes non-compliance seriously because employers are legally required to issue W2s to every employee who earned wages.

Before reporting, send a written request to your former employer — email counts — asking for the W2 and giving them a deadline (usually 10 business days). Keep a copy of this request. If they still do not respond, you can file a complaint with the IRS using Form 13909, which you can find on the IRS website. You do not need a lawyer to file this form.

While the IRS investigates, you can still file your tax return. Use an IRS wage and income transcript instead, which shows the wages your employer reported to the IRS (even if they did not send you the W2 itself).

Getting an IRS transcript when you cannot reach your employer

An IRS transcript is an official record of the wages and tax withholding the IRS has on file for you from a specific employer and year. You can request one free of charge from the IRS, and it serves the same purpose as a W2 for filing your tax return.

You can order a transcript three ways: online at irs.gov (the fastest method), by phone at 1-800-908-9946, or by mail using Form 4506-C. If you order online or by phone, you will receive it within 5 to 10 business days. Mail requests take longer, usually 2 to 4 weeks.

To order online, you will need to verify your identity using a third-party service. Have your Social Security number, date of birth, and filing status ready. When you order, specify the tax year and the employer's name if you worked for multiple employers that year.

What to do if your employer has closed or moved

If the company no longer exists or you cannot locate them, start by checking whether they were acquired by or merged into another company. Search the company name online or contact your state's Secretary of State office, which keeps records of business registrations and dissolutions.

If the business truly no longer exists, the IRS transcript is your best option. The IRS will have a record of the wages your employer reported, even if the employer is gone. Request the transcript using the method above.

You can also contact your state's Department of Revenue or Department of Labor. Some states maintain wage records for closed businesses and can provide copies of W2 information or direct you to where records are stored.

Handling a W2 that has errors on it

If you receive your W2 and the wages, tax withholding, or personal information are wrong, contact your former employer's payroll department immediately. They can issue a corrected W2, called a W2-C (Corrected W2). Your employer must send the corrected version to you and the IRS.

Do not file your tax return using the incorrect W2. Wait for the corrected version if possible. If you must file before receiving it, attach a note to your return explaining the error and stating that a corrected W2 is expected. Include the employer's name and the nature of the error.

If your employer refuses to issue a corrected W2 after you have asked in writing, you can report this to the IRS using Form 13909 or contact your state's Department of Revenue.

Timing: when to expect your W2 and what to do if it is late

Employers must send W2s by January 31. If you do not receive yours by early February, contact payroll and ask whether it was mailed or if there is a problem with your address on file. Ask them to resend it or confirm they have your correct mailing address.

If it is mid-February and you still have not received it, and your employer says they sent it, request an IRS transcript instead. You can file your return using the transcript while you wait for the physical W2 to arrive.

If you receive your W2 after you have already filed your return, you do not need to do anything unless the information on it differs from what you reported. If there are differences, file an amended return using Form 1040-X.

Keeping records for future reference

Once you receive your W2, make a copy and store it with your tax documents for at least three years. The IRS can audit returns going back three years in most cases, and you may need to prove your income and withholding.

If you work for multiple employers in a year, keep all W2s together. Some tax software will ask you to enter information from each one, so having them in one place makes the process faster.

If you move, update your address with your current employer's payroll department so future W2s reach you. You can also ask whether they offer online access to W2s, which eliminates the need to rely on mail delivery.

Frequently Asked Questions

Can I file my taxes without my W2?

Yes. You can use an IRS wage and income transcript, which shows the same wage and withholding information your employer reported. Request the transcript from the IRS and file your return using that instead. The IRS already has the information your employer sent them, so your return will match their records.

What if my employer says they sent the W2 but I never got it?

Ask payroll to confirm your mailing address on file and resend it to you. If it does not arrive within two weeks, request an IRS transcript. File your return using the transcript and report the missing W2 to the IRS on Form 13909. The IRS will contact your employer to investigate.

Do I need the original W2 or is a copy okay?

A copy is fine for filing your taxes. You do not need the original document. If you lost your copy, you can request another from your employer or use an IRS transcript instead.

How much does it cost to get a W2 from an old job?

Your employer must provide your W2 at no cost to you. If they charge you for it, that is illegal. IRS transcripts are also free when you order them directly from the IRS.

What if I worked for a temp agency or contractor?

Contact the temp agency or contracting company that paid you, not the business where you worked. They are the employer of record and are responsible for issuing your W2. If you cannot reach them, follow the same steps as with any other employer: request an IRS transcript or file a complaint with the IRS.