Your employer must send you a W2 by January 31 each year

Your employer is required by law to mail or deliver a W2 form to you by January 31 for the previous year's wages. If you have not received it by early February, contact your employer's payroll or human resources department directly — they have the form on file and can send it to you immediately, either by mail or email.

If your employer has closed, gone out of business, or you cannot locate them, the IRS has a process to help you obtain wage records. You can also contact your state's labor department, which may have records of your employment and earnings.

Key Takeaways

  • Your employer must send your W2 by January 31; if you do not have it by mid-February, call their payroll department and ask them to send it again.
  • You can request a copy from the IRS using Form 4506-C if your employer will not provide one or is no longer in business.
  • If you worked for multiple employers in one year, you will receive a separate W2 from each one.
  • Your W2 shows your total wages, taxes withheld, and other income reported to the IRS — you need it to file your tax return accurately.

Contacting your current or recent employer

Start by reaching out to the payroll or HR department of the company where you worked. You can call, email, or visit in person. Have your employee ID number or Social Security number ready when you contact them. Tell them you need a copy of your W2 for the tax year in question.

Many employers now offer online portals where you can download your W2 yourself. Check your company's employee benefits website or intranet to see if this option is available. If you no longer have access to the employee portal, payroll can reactivate it or send you the form directly.

If your employer says they already mailed it, ask them to confirm the address on file. If the address is wrong, provide the correct one and request they resend it. Some employers will email a copy while the physical form is in transit.

What to do if your employer will not respond

If you have made a reasonable effort to contact your employer and received no response after two weeks, you can report this to your state's labor department or the IRS. The IRS takes employer non-compliance seriously, and reporting it creates an official record.

You can also file your tax return using the wage information you have — your pay stubs, bank deposits, or 1099 forms if you were a contractor. The IRS will match your return against the W2 your employer eventually files. If there is a discrepancy, the IRS will contact you, but filing without the W2 does not prevent you from filing on time.

Requesting a W2 from the IRS if your employer is gone

If your employer has closed or you cannot locate them, you can request wage records from the IRS using Form 4506-C. This form asks the IRS to retrieve a transcript of your wage and income records based on what your employer reported.

Mail Form 4506-C to the IRS address listed on the form itself — it varies by state. Processing takes about 5 to 10 business days. You can also call the IRS at 1-800-829-1040 to request a wage and income transcript over the phone, which is faster.

The transcript will show what your employer reported to the IRS about your wages. This is not the same as a W2 form itself, but it contains the same wage information and is accepted by tax software and tax preparers as proof of your income.

Understanding what information is on your W2

Your W2 shows your gross wages (total pay before taxes), federal income tax withheld, Social Security tax withheld, Medicare tax withheld, and any other income or deductions your employer reported. It also lists your employer's name, address, and tax ID number.

Box 1 on the W2 shows your taxable wages. Boxes 2 and 3 show federal and state income tax withheld. Boxes 4 and 6 show Social Security and Medicare taxes. If you received tips, had dependent care benefits, or contributed to a 401(k), those appear in other boxes on the form.

You will receive copies of your W2: one for your records, one to file with your federal tax return, and one to file with your state tax return if your state requires it. Your employer also sends a copy to the IRS and your state tax authority.

Multiple W2s from multiple employers

If you worked for more than one employer during the year, you will receive a separate W2 from each one. You must report income from all W2s when you file your tax return. Add up the wages from all W2s to calculate your total income for the year.

Request each W2 from the employer who issued it. If you worked for a company early in the year and left, contact that employer even if you no longer work there. They are still required to send you a W2 for the time you were employed.

Frequently Asked Questions

What if I lost my W2 after I received it?

Contact your employer and ask for a duplicate. They keep copies on file and can send you another one at any time. You can also request a wage transcript from the IRS using Form 4506-C, which serves the same purpose for tax filing.

Can I file my taxes without my W2?

You can file using pay stubs or a wage transcript from the IRS, but you will need the actual W2 information eventually. The IRS will match your return against the W2 your employer files. If there is a mismatch, the IRS will send you a notice. It is better to wait for the W2 or get a transcript before filing.

What if the W2 my employer sent has wrong information on it?

Contact your employer immediately and ask them to issue a corrected W2, called a W2-C. Your employer must file the correction with the IRS and send you a copy. Do not file your tax return until you have the corrected form, as filing with wrong wage information can delay your refund or create tax problems later.

How long do I need to keep my W2?

Keep your W2 for at least three years for tax purposes. The IRS can audit returns going back three years, and you will need the W2 to verify your income if that happens. Many people keep them longer for personal records.

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

Ask your employer to confirm the mailing address on file and verify it is correct. If the address was wrong, ask them to resend it to the right address. If you moved during the year, update your address with your employer or the post office. You can also ask your employer to email a copy while you wait for the physical form.