Your employer is required to send you a W2 by January 31

Your employer must mail or deliver your W2 form by January 31 of the year following the one you worked. This is a legal requirement under federal tax law. If you have not received it by early February, contact your employer's payroll or human resources department directly — do not wait.

Most employers send W2s by mail to the address they have on file. Some offer electronic delivery through a payroll portal or email. Ask your payroll department which method they use and confirm they have your current mailing address or email on file.

Key Takeaways

  • Your employer must send your W2 by January 31; if you do not have it by mid-February, contact payroll directly.
  • You can request a copy from your employer at any time, even years later, though they may charge a small fee.
  • If your employer goes out of business or you cannot locate them, the IRS can issue a transcript that shows your wage and tax information.
  • Keep copies of your W2s for at least three years in case the IRS questions your return.
  • If your employer files a W2 with incorrect information, you and your employer must both file a corrected form (Form W2-c) with the IRS.

What to do if your employer has not sent it by mid-February

Start by calling or emailing your employer's payroll department. Provide your full name, Social Security number, and the year the W2 covers. Ask them to confirm they have your correct mailing address or email and to resend the form immediately.

If your employer does not respond within a week, or if they say they will not send it, contact the IRS at 1-800-829-1040. The IRS can investigate and may issue you a wage and income transcript instead, which shows the same information your employer reported to them. You can also file your tax return using the transcript while you wait for the actual W2.

Requesting a replacement W2 from a current or former employer

You can request a copy of your W2 from any employer you worked for, even if you left years ago. Call or visit the payroll or human resources office and ask for a duplicate. Provide your full name, Social Security number, and the year you need.

Some employers charge a small fee for duplicates — typically $5 to $25 — though many provide them free. Ask about the cost before they process it. If the company has closed or moved, try searching online for a forwarding address or contact information for the parent company or successor business.

Getting a wage and income transcript from the IRS

If you cannot locate your employer or they refuse to send a W2, you can request a wage and income transcript directly from the IRS. This document shows what your employer reported to the IRS about your wages, taxes withheld, and other income.

You can order a transcript online at irs.gov, by phone at 1-800-908-9946, or by mail using Form 4506-C. Online and phone requests are usually processed within 24 hours. The transcript is free and shows the same wage information as your W2, though it is not the official W2 form itself.

What to do if the W2 information is wrong

If your W2 shows incorrect wages, tax withholding, or other information, contact your employer's payroll department immediately. Explain what is wrong and ask them to issue a corrected W2, which is called a Form W2-c.

Your employer must file the corrected form with the IRS and send you a copy. This usually happens within 30 days. Do not file your tax return until you have the corrected W2 — if you file with wrong information, you may owe additional taxes or penalties, even if the error was your employer's fault.

Keeping records of your W2s

Keep copies of every W2 you receive for at least three years. The IRS can audit your return up to three years after you file, and you will need the W2 to prove your income and withholding if questions arise. Store them in a safe place — a filing cabinet, safe deposit box, or scanned digital copies all work.

If you file a tax return that includes income from multiple jobs or years, you will need the corresponding W2 for each one. Having them organized by year makes tax time easier and protects you if the IRS ever asks to verify what you reported.

Frequently Asked Questions

Can I file my taxes without my W2?

You can file using a wage and income transcript from the IRS instead, though you will need to request it first. The transcript shows the same wage and withholding information. Some tax software and tax preparers can file your return with the transcript while you wait for the actual W2 to arrive.

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

Ask payroll to confirm the mailing address they have on file and resend it to you. If you have moved, provide your current address. If it does not arrive within two weeks, request that they email or hand-deliver a copy instead. Keep a record of when you asked and who you spoke with.

Do I need the original W2 or is a copy okay?

A copy is fine for filing your taxes. The IRS does not require you to submit the W2 with your return — they already have the copy your employer filed. Keep the copy for your records in case you need to prove your income later.

What if my employer went out of business?

Contact the IRS at 1-800-829-1040 and explain the situation. They can issue a wage and income transcript showing what was reported about your income. You can file your tax return using the transcript. If you need the actual W2 form for another reason, ask the IRS if they can provide contact information for the company's successor or former owner.

How long do I need to keep my W2s?

Keep them for at least three years, since that is how far back the IRS can audit your return. If you claim a deduction or credit related to that year's income, keep it longer — up to seven years is safest. Digital copies stored securely work just as well as paper originals.