Your employer mails or emails your W2 by January 31 each year

Your W2 arrives from your employer — the company you worked for — not from the IRS or any government office. By law, employers must send you a copy by January 31 of the year after you earned the income. If you worked for multiple employers in a year, each one sends you a separate W2.

Most employers now email W2s or post them to an online portal where you log in to download them. Some still mail paper copies. Check your email (including spam folders) first, then log into any employee portal your company uses. If you left the job months ago, the W2 still comes to the address your employer has on file — so if you moved, it might arrive at your old place.

You need the W2 to file your tax return. The IRS also receives a copy directly from your employer, so they know what you earned. If you file without it or with wrong numbers, the IRS will catch the mismatch later.

Key Takeaways

  • Your employer sends your W2 by January 31 each year, either by email, online portal, or mail to your address on file.
  • If you changed addresses after leaving a job, contact your former employer's HR or payroll department to update it before January 31.
  • You can request a copy from your employer anytime, and they are required to provide it within 30 days of your request.
  • If your employer does not send a W2 by early February, call their payroll department or file Form 4852 with the IRS as a substitute.
  • The IRS also receives a copy of your W2, so filing without it or with wrong information will trigger a notice later.

Check your email and employee accounts first

Start by searching your email for "W2" or your employer's name. Look in your inbox, spam, and promotions folders — W2 emails sometimes land in the wrong place. If your employer uses an online payroll system like ADP, Gusto, Workday, or Paychex, log in and look for a "Documents" or "Tax Forms" section. Many employers post W2s there weeks before mailing them.

If you no longer have access to your employee account because you left the job, try resetting your password or contact your former employer's HR department. They can send you a link or resend the W2 directly to your current email.

Contact your employer's payroll or HR department

Call or email your former employer's payroll or human resources department. Have your full name, Social Security number, and the dates you worked there ready. Ask them to confirm the address they have on file — if you moved after leaving, they may have sent your W2 to an old address.

Employers are required by law to provide you with a copy of your W2 within 30 days of your request. If they say they already sent it and you did not receive it, ask them to resend it to your current email or mailing address. Get the name of the person you spoke with and note the date, in case you need to follow up.

What to do if your employer will not send it

If your employer ignores your request or says they cannot find your records, file Form 4852 with the IRS instead. This form lets you report your income based on your own records — pay stubs, bank statements showing deposits, or emails about your salary. Attach copies of whatever proof you have.

You can file Form 4852 with your tax return, or file it separately if you need to report the income before your return is due. The IRS will investigate your employer for not sending the W2, which can result in penalties against them. Keep records of every attempt you made to get the W2 — emails, dates you called, names of people you spoke with.

If you lost a W2 from a previous year

You can request a copy from your employer at any time, even years later. They are required to keep W2 records for at least four years. Call their payroll department and ask for a duplicate of the W2 for the specific year you need.

If the company no longer exists or you cannot locate them, you can request a transcript from the IRS that shows what they reported about your income. Call the IRS at 1-800-829-1040 or visit IRS.gov and search for "Get Your Tax Record." The transcript will show the income the IRS has on file, which you can use to file an amended return or resolve a discrepancy.

Understanding what information is on your W2

Your W2 shows your total wages for the year, federal income tax withheld, Social Security tax, Medicare tax, and state income tax if applicable. It also lists any retirement contributions, health insurance premiums, or other deductions your employer took from your pay. Box 1 is your taxable wages — the number you use to calculate your federal tax.

Check the W2 for errors before you file your return. If your name, Social Security number, or wage amounts are wrong, contact your employer immediately and ask for a corrected W2, called a W2-c. The IRS will match the W2 they received from your employer against your tax return, so errors now cause problems later.

Frequently Asked Questions

Can I file my taxes without my W2?

You can file using Form 4852 if your employer does not send a W2, but you need documentation of your income — pay stubs, bank deposits, or written records. The IRS will eventually match your return against the W2 your employer files, so if the numbers do not match, you will receive a notice. It is better to wait for the W2 or get a copy from your employer first.

What if my W2 has the wrong amount or my name is misspelled?

Contact your employer's payroll department immediately and ask for a corrected W2-c form. They must issue it within 30 days. Do not file your tax return with wrong information — the IRS will catch the error and send you a notice, which delays your refund and creates extra work.

My employer went out of business. How do I get my W2?

Try contacting the company's last known HR or payroll contact, or check if another company acquired them. If you cannot locate anyone, request a wage and income transcript from the IRS by calling 1-800-829-1040. The transcript shows what income the IRS has on file for you, which you can use to file your return.

Is there a deadline to get my W2?

Your employer must send it by January 31. If you do not have it by early February, contact them. You can file your return without it using Form 4852, but waiting for the actual W2 is simpler and avoids potential IRS notices later.

Can I get my W2 online if I no longer work there?

Some employers keep online portals open for former employees, but access often expires after you leave. Contact your former employer's HR department and ask them to email you a copy or provide a link to download it. They can also mail a paper copy if you prefer.