How to Get Old W2 Forms From Your Employer or the IRS

Where to request old W2 forms

You can get old W2 forms from two places: your employer (or former employer) who issued them, or the IRS if you cannot reach your employer. Your employer is required to keep W2 records for at least four years, so they should have copies going back several years. If your employer no longer exists, has closed, or will not respond, the IRS can provide a transcript that shows the same wage and tax information that appeared on your original W2.

The path you take depends on how far back you need to go and whether you can contact the company that employed you. Most people start by asking their employer directly because it is faster — you can often get a copy within days. If that does not work, the IRS route takes longer but will eventually get you the information you need.

Key Takeaways

Contact your former employer's human resources or payroll department first, since they are required to keep W2 records for at least four years and can usually send copies quickly.
If your employer is unreachable or no longer in business, you can request a wage and income transcript from the IRS by phone, mail, or through your IRS online account.
The IRS transcript shows the same wage, tax withholding, and other information from your W2, but arrives as a transcript document rather than the original W2 form itself.
You will need your Social Security number, the year(s) you need, and the employer's name and address to request from either source.

Requesting directly from your employer

Start by contacting the human resources or payroll department at the company where you worked. You can call, email, or visit in person if the office is still open. Have your name, Social Security number, and the years you need ready when you call. Many employers keep digital copies and can email a duplicate W2 to you within one business day.

If the company has been acquired or merged with another business, ask to be transferred to the payroll department of the successor company — they often maintain records from the previous employer. If the business has closed entirely, try searching online for a corporate office address or a parent company that might still hold payroll records. Some large employers use third-party payroll processors like ADP or Paychex; if you can reach anyone from the old company, they can tell you which processor handled payroll and provide contact information.

Keep a record of who you spoke with, when you called, and what they told you. If an employer refuses to provide a copy or claims they have no record, you will need this documentation when you contact the IRS.

Requesting a transcript from the IRS

If you cannot get a W2 from your employer, the IRS can send you a wage and income transcript that contains the same information. This transcript is not the original W2 form, but it shows your wages, federal tax withheld, and other income reported to the IRS that year. Most institutions that need proof of income will accept a transcript in place of the original W2.

You have three ways to request a transcript from the IRS: online through your IRS account, by phone, or by mail. The online method is fastest — you can view and read a transcript when ready if you set up an IRS online account and verify your identity. To create an account, go to irs.gov and look for "View Your Tax Account" or "Get Transcript". You will need to verify your identity using either a credit card, mobile phone, or loan information.

If you prefer not to use an online account, call the IRS at 1-800-908-9946 and request a wage and income transcript. Have your Social Security number, date of birth, and filing status ready. The IRS will mail the transcript to the address on file with your tax return, which usually takes 5 to 10 business days. You can also mail Form 4506-C (Request for Transcript of Tax Return) to the IRS address for your state, though this method takes the longest — typically two to four weeks.

What information you will need

Regardless of whether you contact your employer or the IRS, have this information ready before you reach out:

Your full name and Social Security number
The year or years you need (for example, 2022 and 2023)
The name of the employer or company where you worked
The employer's address or phone number (if requesting from the company directly)

If you are requesting from the IRS, you may also need your date of birth and the filing status you used on your tax return that year. If you worked for multiple employers in the same year, you will need to request transcripts for each one separately, since the IRS transcript shows only what was reported under your Social Security number.

How far back you can go

Employers are required to keep W2 records for at least four years, so you can usually request W2s from your employer going back four years from the current date. The IRS keeps records longer — you can request transcripts going back as far as the IRS has records, which is typically seven years or more depending on whether you filed a tax return that year.

If you need a W2 from more than four years ago and your employer no longer has it, the IRS transcript is your only option. If you need a W2 from more than seven years ago, contact the IRS directly to ask whether they have a record; in some cases they may not if you did not file a return that year or if the record was archived.

What to do if you cannot find your employer

If the company has closed, moved, or changed names, start by searching online for the company name plus "payroll" or "human resources contact". Many businesses maintain a general customer service line even after closing locations. You can also try searching for the company on LinkedIn or Glassdoor, where former employees sometimes list contact information for payroll or HR departments.

If the business was a sole proprietorship or small company, try contacting the owner directly through any business listings, social media, or a phone number you may have saved. If you worked for a franchise location, contact the corporate headquarters — they often maintain payroll records for all franchise locations even after individual locations close.

If you have exhausted these options, the IRS is your final resource. You do not need to prove you tried to contact your employer first, but having documentation of your attempts (emails, call logs, addresses you tried) can be helpful if the IRS needs to investigate why you cannot obtain the original W2.

Frequently Asked Questions

Can I get a W2 from more than 10 years ago?

Employers are only required to keep records for four years, so your former employer may not have it. The IRS keeps records longer, but availability depends on whether you filed a tax return that year. Contact the IRS at 1-800-908-9946 to ask whether they have a record for the specific year you need.

Will the IRS transcript work instead of the original W2?

Yes, in most situations. Banks, mortgage lenders, and government agencies typically accept an IRS wage and income transcript as proof of income in place of the original W2. If an institution specifically requires the original W2 form, ask whether they will accept a transcript first — most will.

How much does it cost to get an old W2 or transcript?

There is no charge from the IRS for a wage and income transcript. Some employers may charge a small fee (typically $5 to $25) to print and mail a duplicate W2, though many provide them free. Ask about the cost when you contact your employer.

What if my employer says they never received my W2 information from payroll?

This is unusual but can happen if payroll records were lost or if there was a data entry error. Ask to speak with someone in the payroll department directly, or ask for the name of the payroll processor they used (such as ADP or Paychex) and contact that company. If the employer cannot help, request a transcript from the IRS instead.

Can I get a W2 for someone else, like a family member?

No. Only the person whose name and Social Security number appear on the W2 can request it, or an authorized representative with power of attorney. If you are helping a family member, they will need to contact their employer or the IRS directly, or provide you with a signed power of attorney document.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.