Where your W2 comes from and when to expect it

Your employer is required to send you a copy of your W2 by January 31st of the year following the one in which you earned the income. This means if you worked in 2024, your employer must mail or electronically deliver your W2 by January 31, 2025. The W2 shows your total wages for the year and the taxes withheld — you need it to file your tax return.

The W2 comes directly from your employer's payroll department or accounting firm, not from the IRS or any government office. If you left the job during the year or were laid off, your former employer still sends it to the address they have on file for you. If you've moved, the W2 may arrive at an old address, which is why knowing where to look matters.

Key Takeaways

  • Your employer must send your W2 by January 31st to the address on file in their payroll system, so updating your address before you leave a job prevents delays.
  • If you don't receive your W2 by early February, contact your former employer's payroll or HR department directly — they can resend it or confirm it was mailed.
  • The IRS has a tool called "Get Transcript" that shows your W2 information if your employer reported it correctly but the physical form never arrived.
  • If your employer won't send the W2 or claims they didn't issue one, the IRS can investigate and force them to file it or send you a substitute form.

Check your mail and your email first

Most employers mail W2s in early January, so the first place to look is your mailbox in late January or early February. If you've moved since leaving the job, check whether you filed a change of address with the post office — mail forwarding can delay W2s by a week or two.

Some employers also offer electronic delivery through their payroll portal or email. Log into your former employer's employee portal if you still have access, or check your email for a message from payroll or HR with the W2 attached or a link to download it. If you're unsure whether your employer sends W2s electronically, call their payroll department and ask.

Contact your former employer's payroll department

If you haven't received your W2 by the first week of February, call your former employer's payroll or HR department. Have your Social Security number and the dates you worked there ready. Ask them to confirm they have your correct mailing address and to resend the W2 or provide it electronically.

Most payroll departments can resend a W2 the same day or within a few business days. If the person you reach says they don't have a record of you working there, ask to speak to someone in HR who can verify your employment. Keep a record of who you spoke to and when — you may need it if the W2 still doesn't arrive.

Use the IRS Get Transcript tool if the W2 was filed but not received

If your employer says they sent the W2 or you believe they filed it with the IRS but you never received the physical copy, you can view your W2 information through the IRS "Get Transcript" tool. Go to irs.gov and search for "Get Transcript." You can create an account or log in with your existing IRS online account.

The Get Transcript tool shows what your employer reported to the IRS about your wages and withholdings. This information is usually available by late February or early March. If the W2 data appears there but you still need the physical form for your records, you can print the transcript or request a copy directly from the IRS by mail.

File a complaint with the IRS if your employer won't cooperate

If your former employer refuses to send the W2, claims they didn't issue one, or you've made multiple requests with no response, you can report them to the IRS. Call the IRS at 1-800-829-1040 and explain the situation. Have your employer's name, address, and phone number ready, along with the dates you worked there.

The IRS can investigate whether your employer filed the W2 with them. If the employer filed it but won't send you a copy, the IRS can mail you a copy. If the employer never filed it, the IRS can issue a notice requiring them to do so or can provide you with a substitute form so you can file your tax return on time.

What to do if you worked for multiple employers

If you had more than one job in the same year, you'll receive a separate W2 from each employer. Each one should arrive by January 31st. When you file your tax return, you'll need to report income from all of them. If you're missing a W2 from one employer, follow the steps above for that specific employer.

When filing, you'll enter each W2 separately into your tax return software or provide them to a tax preparer. If one W2 is still missing by the time you need to file, you can file using the Get Transcript information or a substitute form from the IRS, then amend your return once the missing W2 arrives.

Keep copies for your records

Once you receive your W2, make a copy or take a photo of it before filing. Keep the original with your tax documents for at least three years. If you file electronically, your tax software will store a copy, but having a paper copy in your files protects you if questions come up later about your income or withholdings.

If you received your W2 electronically, download and save it as a PDF to your computer or cloud storage. This way you have a backup if you need to reference it later or if your email account becomes inaccessible.

Frequently Asked Questions

What if I never worked for the employer but received a W2 with my name on it?

Contact the employer immediately and tell them you didn't work there. They may have issued it to the wrong person by mistake. Ask them to issue a corrected W2. If they won't correct it, contact the IRS and report the error — do not file a tax return using a W2 that isn't yours.

Can I file my tax return without my W2 if it's late?

You can file using your Get Transcript information or a substitute form from the IRS if your W2 is delayed. However, you'll need the actual W2 eventually to reconcile your return. It's better to wait for the W2 if possible, or file an extension if you need more time.

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

A copy is fine for filing your tax return. The IRS doesn't require you to mail in the original W2 — you keep it for your records. If you file electronically, you don't need to send any physical copy at all.

What if my employer went out of business?

Contact the IRS at 1-800-829-1040 and explain that your employer is no longer in business. The IRS can look up whether they filed your W2 before closing. If they did, the IRS can send you a copy. If they didn't, the IRS can issue a substitute form.

How long should I wait before contacting my employer about a missing W2?

Wait until early February. W2s are mailed throughout January, and mail can take a week or two to arrive. If you haven't received it by February 5th or 10th, contact payroll to confirm they have your address and ask them to resend it.