How to request a W2 from your current or former employer

Contact your employer's payroll or human resources department directly and ask for a copy of your W2. Most employers will email or mail it to you at no cost. If you worked there during the tax year (January 1 through December 31), the employer is required by law to send you a W2 by January 31 of the following year — whether you ask or not.

If your employer has already sent W2s and you did not receive yours, check your email spam folder first, then contact payroll again with your full name, Social Security number, and the dates you worked there. Ask them to confirm the mailing address or email on file. If the address was wrong, ask them to resend it to the correct one.

For employers with online payroll portals (like ADP, Gusto, or Workday), you may be able to download your W2 yourself from your employee account. Log in and look for a section labeled "tax documents," "pay stubs," or "W2." If you cannot find it or do not have login credentials, email payroll and ask for the portal link and your username.

Key Takeaways

  • Your employer must send you a W2 by January 31 if you worked there during the tax year, so contact payroll if you have not received it by early February.
  • Provide your full name, Social Security number, and employment dates when you request a replacement W2, so payroll can locate your record quickly.
  • If your employer is out of business or unreachable, the IRS can issue a transcript showing your reported income, which you can use in place of a W2 for most purposes.
  • An employer cannot charge you for a W2 copy, and there is no fee to request one from the IRS either.

What to do if your employer will not send you a W2

If you have asked payroll multiple times and they refuse or ignore your requests, contact your state's labor department or the IRS directly. The IRS has a phone line for taxpayers who did not receive a W2: call 1-800-829-1040 and select the option for tax forms. Have your Social Security number, employer name, and the year you worked there ready.

The IRS can issue a wage and income transcript, which shows the W2 information your employer reported to them. This transcript is not the same as a W2 form, but it contains the same income and tax data and is accepted by most lenders, schools, and government programs in place of the original form.

You can also file a wage complaint with your state's labor department if your employer is deliberately withholding tax documents. This is separate from getting the W2 itself, but it creates an official record and may prompt your employer to comply.

Getting a W2 from an employer that is no longer in business

If the company closed, was acquired, or changed names, start by searching online for the parent company or successor business. Many mergers and acquisitions transfer payroll records. Call the main office and ask for the payroll or records department, then explain that you need a W2 from the old company.

If you cannot locate anyone with the records, contact the IRS at 1-800-829-1040. Tell them the employer is out of business and ask for a wage and income transcript instead. You will need the employer's name, the year you worked there, and your Social Security number. The IRS can usually issue a transcript within two weeks if you call, or four to six weeks if you request it by mail.

Requesting a W2 transcript from the IRS

A wage and income transcript shows what your employer reported to the IRS about your income and taxes. You can request one online, by phone, or by mail. The online method is fastest: go to irs.gov, select "Get Transcript," and follow the steps to verify your identity. You can view and print the transcript immediately.

By phone, call 1-800-829-1040 and select the option for transcripts. By mail, fill out Form 4506-C and send it to the IRS address listed on the form. Mail requests take four to six weeks. All three methods are free.

The transcript will show your name, Social Security number, the employer's name and ID number, your wages, federal tax withheld, and other income reported for that year. Most lenders, schools, and government programs accept this in place of a W2 form.

Understanding the difference between a W2 and a wage transcript

A W2 form is the official tax document your employer prints and sends you. It has your employer's signature or stamp and is formatted to match IRS standards. A wage and income transcript is a document the IRS prints based on what your employer reported to them electronically. Both show the same income and tax information, but they look different.

For most purposes — loans, rental applications, school financial aid, government benefits — either one is accepted. Some employers or lenders may specifically ask for the W2 form itself, in which case you need to get it from your employer, not the IRS. If you are unsure which one you need, ask the person or organization requesting it.

What information is on a W2 and why you need it

A W2 shows your total wages for the year, federal income tax withheld, Social Security tax withheld, Medicare tax withheld, and any other deductions or credits your employer reported. You need this information to file your tax return, to prove your income to a lender or landlord, to apply for government benefits, or to enroll in school financial aid programs.

The W2 also lists your employer's name, address, and tax ID number. If you worked for multiple employers in one year, you will receive a separate W2 from each one, and you must report all of them when you file your taxes.

Frequently Asked Questions

Can I file my taxes without a W2?

You can file using a wage and income transcript from the IRS instead of a W2 form. However, you should still try to get the actual W2 from your employer first, because it may contain information the transcript does not — such as employer-provided health insurance premiums or education benefits. If you cannot get the W2, the transcript will work for filing your return.

What if I lost my W2 after my employer sent it?

Contact your employer and ask for a duplicate. They are required to provide one at no cost. If you cannot reach your employer, request a wage and income transcript from the IRS instead. Both documents contain the same income information you need to file your taxes.

How long does it take to get a W2 from my employer?

By law, employers must send W2s by January 31. If you request a replacement after that date, most payroll departments will email or mail it within one to two weeks. If you request a transcript from the IRS by phone, you can view it immediately online. Mail requests take four to six weeks.

Do I need my W2 to file my taxes?

You need the income information from your W2 to file your taxes accurately. You can use either the W2 form itself or a wage and income transcript from the IRS — both contain the same data. If you do not have either one by tax filing time, contact the IRS for a transcript while you continue trying to reach your employer.

Can my employer charge me for a W2 copy?

No. Employers are required by law to provide W2 copies at no cost. If an employer tries to charge you, that is illegal. You can file a complaint with your state's labor department or contact the IRS for help.