How to request a W2 from a former employer
Contact your former employer's payroll or human resources department directly. Call the main number, ask for payroll, and give them your full name, dates of employment, and Social Security number. Request that they mail or email your W2 for the tax year you worked there. Most employers are required by law to send W2s by January 31 each year, but you can request one at any time after you leave.
If you do not know the payroll contact, start with the general HR department or the company's main phone line. Explain that you need your W2 from a specific year. They will either send it to you or transfer you to the right person. Have your information ready — the faster you provide it, the faster they can locate your records.
Keep a record of when you made the request and who you spoke with. If the employer says they will send it, ask for a timeline. Most payroll departments can email a copy within a few business days or mail a printed copy within one to two weeks.
Key Takeaways
- Contact your former employer's payroll or HR department by phone or email with your full name, Social Security number, and the tax year you need.
- Employers are required to send W2s by January 31 each year, but you can request one anytime after leaving the job.
- If your former employer cannot be reached or refuses to send your W2, the IRS has a process to get a copy or file without it.
- Keep records of your request, including the date, person you spoke with, and any promises about when the W2 will arrive.
What to do if your former employer will not respond
If you have called or emailed multiple times and received no response, contact the IRS directly. Call 1-800-829-1040 (the main IRS line) and explain that your former employer has not provided your W2. The IRS can send a formal notice to the employer demanding the W2 within a set timeframe.
You can also file Form 4852 (Substitute for Form W2) with the IRS if you cannot get the original W2 in time to file your tax return. This form lets you report your income based on your own records — pay stubs, bank deposits, or other proof of what you earned. You will need to attach documentation showing what you were paid. Filing this way does not delay your return and protects you from penalties for missing a W2.
If the employer is deliberately withholding the W2 or has gone out of business, the IRS can investigate. Document everything: dates you called, names of people you spoke with, and any written responses. This record helps the IRS take action.
Finding contact information for a company that has closed or moved
If the company no longer exists or you cannot find current contact details, start with the last address you have on file. Search online for the company name plus "payroll" or "HR" to see if it merged with another business or relocated. Many companies that close transfer their payroll records to a third-party processor.
Call your state's labor department or department of revenue — they sometimes have forwarding information for closed businesses. You can also search the Better Business Bureau or your state's business registration database to find if the company reorganized under a new name.
If the company truly cannot be located, the IRS Form 4852 route becomes your main option. The IRS understands that some employers disappear, and they have procedures for this situation. Gather whatever documentation you have — old pay stubs, bank statements showing deposits, or emails confirming your salary — and file with that evidence.
What information you need before you call
Have these details ready when you contact your former employer:
- Your full legal name as it appears on your Social Security card
- Your Social Security number
- The tax year or years you need (for example, "2023" or "2022 and 2023")
- Your start and end dates of employment
- Your job title or department, if you remember it
- The address where you worked, if the company has multiple locations
Having this information ready means the payroll department can find your records faster. If you worked at the company under a different name, mention that too. Some employers keep records under maiden names or former legal names, and telling them upfront saves time.
Requesting W2s from multiple employers in one year
If you worked for more than one employer during a tax year, you will receive a separate W2 from each one. Contact each employer using the same process: call payroll, provide your information, and request the W2 for that specific year.
When you file your tax return, you will report income from all W2s. The IRS receives copies of every W2 issued to you, so they will know if you worked multiple jobs. Report all of them — the IRS matches W2 data to your return automatically.
If one employer is slow, do not wait for all of them to arrive before filing. You can file your return with the W2s you have and amend it later if another W2 arrives after you file. However, it is better to wait if possible, since amending takes extra time and can trigger an audit notice.
Understanding W2 delivery timelines and deadlines
Employers must mail or deliver W2s to employees by January 31 each year for the previous tax year. They must also send copies to the IRS and your state by the same date. This is a legal requirement, not optional.
If January 31 passes and you have not received your W2, contact the employer immediately. They are late, and you have the right to push for it. If they still do not send it by mid-February, contact the IRS.
You can file your tax return without the W2 if you have other proof of income, but it is simpler to wait for the W2 or use Form 4852. Filing without any documentation of income can trigger IRS questions later, even if your employer eventually sends the W2.
Frequently Asked Questions
Can I get a W2 from a job I left years ago?
Yes. Employers are required to keep W2 records for at least four years. You can request a W2 from any job you held within the past several years. Contact payroll with your name, Social Security number, and the year you worked there. If the company has been sold or merged, the new owner may still have the old records.
What if my employer says they already sent the W2 but I never got it?
Ask the employer for the mailing address they used and the date they sent it. Request that they email a copy to you instead, or issue a duplicate. If mail was lost, email is faster and gives you proof of receipt. Keep the email for your records when you file.
Do I need the original W2 or is a copy okay for filing taxes?
A copy is fine for filing your tax return. The IRS receives their own copy directly from the employer, so they already have the information. You do not need the original printed form — an email or printed copy works.
What happens if I file my taxes without a W2?
You can file using Form 4852 if you have proof of income, but the IRS may send you a notice later asking about the missing W2. When the employer eventually files their copy with the IRS, the IRS will compare it to your return. If the amounts do not match, you may owe additional tax or penalties. It is better to wait for the W2 or use Form 4852 with documentation.
Can I get a W2 if I was paid under the table?
No. A W2 is only issued for income the employer reported to the IRS. If you were paid cash without the employer filing tax forms, there is no W2 to request. You would need to report that income yourself on your tax return if you file, or contact the IRS if you believe the employer broke the law by not reporting it.