Contact your former employer's payroll or HR department directly

The fastest way to get your W2 is to call or email the payroll department at your previous employer. Have your full name, Social Security number, and the dates you worked there ready. Most companies have a dedicated person or team handling W2 requests, and they can often email or mail it the same day you ask.

If you don't know who to contact, call the main company number and ask for payroll or human resources. Be specific: say you need a copy of your W2 for the tax year you worked there. If the company is small, the owner or office manager may handle it themselves.

Keep a record of who you spoke with and when. If they say they'll mail it, ask for an expected arrival date. If they email it, ask them to confirm they sent it if you don't receive it within a few business days.

Key Takeaways

  • Call your former employer's payroll or HR department and have your name, Social Security number, and employment dates ready.
  • The IRS requires employers to mail W2s by January 31 each year, so if it's after that date and you haven't received one, request it immediately.
  • If your former employer won't respond or has gone out of business, contact the IRS at 800-829-1040 or file Form 4506-C to request a wage transcript instead.
  • Keep emails or notes about when you requested your W2 and who you spoke with, in case you need to prove you asked for it.

What to do if your employer doesn't respond

If payroll doesn't return your call or email within a week, try a different contact method. Look for a general company email address on their website and send a written request. Include your full name, the years you worked there, your job title, and your current mailing address and phone number.

If the company has multiple locations, make sure you're reaching the right one. A large employer may have different payroll offices by region. If you're still getting no response after two weeks, move on to the IRS option below.

Request a wage transcript from the IRS if your employer won't provide it

If your former employer is unresponsive, has closed, or you can't locate them, you can request a wage transcript from the IRS instead. A wage transcript shows the same income information as your W2 and works for most tax filing purposes.

Call the IRS at 800-829-1040 during business hours (Monday through Friday, 7 a.m. to 7 p.m. your local time). Have your Social Security number and the tax year ready. The IRS can mail you a wage transcript within two weeks, or you can create an account on IRS.gov to view and print it immediately.

You can also file Form 4506-C (Request for Transcript of Tax Record) and mail it to the IRS address listed on the form. This takes longer but creates a paper trail if you need proof you requested it.

Understand the January 31 deadline

Employers are required by law to mail W2s to employees by January 31 each year. If it's after January 31 and you haven't received your W2, your employer is late. This doesn't mean they won't send it, but it does mean you have a right to follow up more aggressively.

If you're filing your taxes and the deadline is approaching, don't wait for the W2 to arrive. Request the wage transcript from the IRS instead — it's faster and counts as proof of income to the IRS.

What information you'll need to provide

When you contact your employer or the IRS, have these details ready:

  • Your full legal name (as it appears on your Social Security card)
  • Your Social Security number
  • The tax year or years you need the W2 for
  • The dates you worked at that employer
  • Your current mailing address

If you've moved since you worked there, provide both your old address (the one on file with the employer) and your current address. This helps payroll locate your record quickly.

Keep copies for your records

Once you receive your W2, make a copy and keep it with your tax documents. If you file electronically, your tax software will ask you to enter the information from your W2, so having a copy on hand makes that easier.

If you requested a wage transcript from the IRS instead, print it and keep it with your tax return. The IRS has a record that you requested it, so you have documentation if questions come up later.

Frequently Asked Questions

Can I file my taxes without my W2?

You can file using a wage transcript from the IRS instead of your W2. Both show your income and tax withholding. However, your W2 includes other information like employer contributions to benefits, so a transcript may not capture everything. If you're close to the tax deadline, file with the transcript and request your W2 afterward.

What if my employer says they already mailed it?

Ask them to confirm the mailing address they used and the date they sent it. If the address is wrong, ask them to send a replacement. If they mailed it to the correct address and it's been more than two weeks, contact your local post office to report it missing, then request a duplicate from payroll.

Do I need my W2 if I'm filing a return to get a refund?

Yes. Your W2 shows how much tax was withheld from your paychecks. Without it, you can't calculate whether you're owed a refund or owe more tax. Use a wage transcript from the IRS if your W2 hasn't arrived yet.

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

Most employers mail W2s within a few business days of your request. Standard mail delivery takes 3 to 7 business days depending on distance. If you need it faster, ask if they can email it or if you can pick it up in person.

What if the company I worked for went out of business?

Contact the IRS at 800-829-1040 and explain the situation. Request a wage transcript instead. The IRS has records of all wages reported to them under your Social Security number, even if the employer no longer exists.