Your employer must send your W2 by January 31st each year

Your employer is required by law to mail or deliver your W2 form by January 31st of the year after you earned the income. If you worked for a company during 2024, you will receive your 2024 W2 by January 31, 2025. This deadline applies whether your employer sends it by mail, email, or hands it to you in person.

If January 31st passes and you have not received your W2, contact your employer's payroll or human resources department directly. They can tell you whether it was mailed to your address on file, resent it to a different address, or provide it electronically. Most employers can produce a copy the same day or within a few business days.

Key Takeaways

  • Your employer must send your W2 by January 31st each year, and you should contact payroll or HR if you have not received it by early February.
  • If your address changed during or after the year you worked, update it with your employer before the deadline or ask them to mail it to your current address.
  • You can request an electronic copy, a replacement copy, or a copy mailed to a forwarding address — most employers can provide these within days.
  • If your employer will not provide your W2 or has gone out of business, the IRS can help you obtain a transcript or wage record to file your taxes.

What to do if your W2 has not arrived by early February

Start by calling or emailing your employer's payroll department. Have your Social Security number and the year in question ready. Ask them to confirm they have your correct mailing address on file. If the address is wrong, ask them to resend it to your current address or provide it electronically instead.

If your employer says they already mailed it, ask them to check the delivery status or issue a replacement. If you moved and did not update your address with your employer, the original W2 may have gone to an old address. Provide your new address and request a resend.

Keep a record of who you spoke with, when, and what they said. If your employer is unresponsive or claims they never issued a W2, you will need this documentation for the next step.

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

If the company has closed or you cannot reach anyone in payroll, contact the IRS directly. Call the IRS at 1-800-829-1040 and explain that you worked for a company that is no longer operating and you need your W2. The IRS can issue you a wage and income transcript or a wage transcript, which shows the income your employer reported to them.

A wage transcript is not the same as a W2 form, but the IRS accepts it as proof of income when you file your taxes. You can also request a transcript online through IRS.gov by creating an account or by mail using Form 4506-C. The mail option takes two to four weeks; online is faster.

Requesting an electronic copy from your employer

Many employers now offer W2s through an employee portal or payroll system. Log into your company's payroll or HR portal if you have access, and look for a section labeled "Tax Documents," "W2," or "Year-End Documents." You may be able to download a PDF copy immediately.

If your employer does not have an online portal, call payroll and ask if they can email your W2 as a PDF or send it through a secure file-sharing service. Most employers can do this within one or two business days. Make sure you receive the official form — it should show your employer's name, address, and tax ID number, and your name, address, and Social Security number.

What information should be on your W2

Your W2 should show your name, address, and Social Security number in the top section. Box 1 shows your wages, tips, and other compensation subject to federal income tax. Box 2 shows federal income tax withheld. Boxes 3 and 5 show Social Security wages and tax withheld. Box 6 shows Medicare wages and tax withheld.

If any of this information is wrong — especially your name, Social Security number, or the income amounts — contact your employer immediately and ask for a corrected W2. Your employer can issue a corrected form, called a W2-C, which you will file along with your original W2 when you submit your taxes.

Using your W2 to file your taxes

You need your W2 to file your federal income tax return. You can file online using tax software, through a tax professional, or by mail. The software will ask you to enter the information from your W2 — your income, federal withholding, and other details — and it will calculate what you owe or what refund you are due.

Keep a copy of your W2 for your records. You do not mail your W2 with your tax return, but the IRS has a copy because your employer sent them one. If you file electronically, the software transmits your return to the IRS, and they match it against the W2 your employer reported.

If you worked for multiple employers in one year

You will receive a separate W2 from each employer you worked for during the year. Each W2 shows only the income and withholding from that specific job. When you file your taxes, you enter the income from all your W2s, and the tax software or your tax professional adds them together to calculate your total income and tax liability.

Make sure you receive a W2 from every employer, even if you only worked there for a short time. If you are missing one, follow the steps above to request it from that employer or contact the IRS if the employer is no longer reachable.

Frequently Asked Questions

Can I file my taxes without my W2?

No, you need your W2 to file accurately. If you have not received it by mid-February, request a wage transcript from the IRS instead. A transcript shows your reported income and can be used to file your return while you wait for the actual W2 form.

What if my W2 shows the wrong income amount?

Contact your employer's payroll department immediately and ask them to issue a corrected W2 (called a W2-C). Provide them with the correct amount and ask them to resubmit it to the IRS. You will file both the original and corrected W2 with your tax return.

Do I need to keep my W2 after I file my taxes?

Yes, keep your W2 for at least three years. The IRS can audit your return during that time, and you may need to show proof of your income and withholding. Store it with your other tax documents.

What if I lost my W2?

Contact your employer and request a duplicate copy. They are required to provide one. If the employer is out of business, request a wage transcript from the IRS by phone, mail, or online through IRS.gov.

When should I expect my W2 if I worked at the end of the year?

You will receive your W2 by January 31st regardless of when you stopped working, as long as you were employed at any point during the calendar year. If you left in December, your employer still sends the W2 by the deadline.