How to Get a W2 From a Previous Employer

Contact your former employer's payroll or HR department directly

The fastest way to get a W2 from a previous employer is to call or email their payroll department and ask for it by name. Have your full name, Social Security number, and the dates you worked there ready when you contact them. Most employers keep payroll records for at least seven years, so even if you left years ago, they should have your W2 on file.

If you don't know who to contact, call the main company phone number and ask for Human Resources or Payroll. Tell them you need a copy of your W2 for a specific tax year. Many companies now email W2s directly or mail them within a few business days of your request. Some may ask you to verify your identity by providing your hire date or last four digits of your Social Security number.

Keep a record of when you made the request and who you spoke with. If the employer says they'll send it and doesn't, you'll have documentation that you tried to get it yourself before pursuing other options.

Key Takeaways

Call or email your former employer's payroll or HR department with your name, Social Security number, and employment dates to request a copy of your W2.
If you cannot reach your former employer or they refuse to send your W2, the IRS can send you a transcript that shows your wage and tax information for that year.
The IRS will not send you a W2 form itself, but a wage and income transcript serves the same purpose for filing your tax return.
If your employer is out of business, contact the IRS at 800-829-1040 or use their online transcript tool to get your wage information.
You must request your W2 or transcript before filing your return; you cannot file without proof of your income from that employer.

Request a wage and income transcript from the IRS if your employer won't respond

If your former employer doesn't respond to your requests, doesn't have the W2 on file, or is out of business, you can get your wage information directly from the IRS. The IRS keeps a record of every W2 that was filed in your name, even if you never received a copy. You can request a wage and income transcript, which shows the same income and tax information as your W2.

You have three ways to get this transcript. The fastest is online through the IRS website at irs.gov. Go to the "Get Transcript" tool, select "Transcript of Tax Return" or "Wage and Income Transcript," choose the tax year you need, and follow the steps. You'll need to verify your identity using either your Social Security number and filing status, or by answering security questions. The transcript downloads when ready as a PDF.

If you prefer to call, dial 800-829-1040 during business hours and ask for a wage and income transcript. The IRS will mail it to you, which takes about five to ten business days. You can also mail Form 4506-C to your local IRS office, but this is the slowest option and takes two to four weeks.

What to do if the IRS has no record of your W2

Sometimes the IRS transcript shows no income from an employer, even though you worked there. This usually means your employer never filed your W2 with the IRS, even though they may have given you a copy. If this happens, you need to report it to the IRS and file your return without that W2.

Call the IRS at 800-829-1040 and explain that you worked for a specific employer in a specific year but the IRS has no record of your W2. Provide the employer's name, address, and your dates of employment. The IRS can file a complaint against the employer for not reporting your wages. You should also contact your state's Department of Revenue, since they may have a record even if the federal IRS does not.

When you file your tax return, you can file without the W2 if you have other proof of income — a pay stub, bank deposits, or a letter from the employer confirming your employment and pay. Keep copies of everything you send to the IRS. If the employer later files the W2, the IRS will reconcile it with your return automatically.

Understand why you need the W2 before filing

You cannot file your tax return without reporting all income you earned that year. If you worked for an employer and they issued a W2, that W2 is the official record of your wages and taxes withheld. The IRS expects to see that W2 reported on your return, and if you don't report it, the IRS will notice when they match your return against the W2 the employer filed.

If you file without the W2 and the employer later files it, the IRS will send you a bill for any additional tax owed, plus interest and penalties. That's why getting the W2 or transcript before you file is important — it prevents problems later. If you're missing a W2 and the important date is approaching, file your return with the wage and income transcript instead of waiting. The transcript is an acceptable substitute for the actual W2 form.

What to include when you contact your employer

When you reach out to your former employer, be specific and professional. Include your full legal name as it appeared on your employment records, your Social Security number, the exact dates you worked there, and the tax year you need the W2 for. If you moved since you left the job, provide both your old address (the one on file with the employer) and your current mailing address.

If you're calling, ask for the name of the person you're speaking with and write it down. If you're emailing, keep a copy of your message. Ask the employer to confirm they received your request and when you can expect the W2. Some employers charge a small fee for duplicate W2s — usually between $5 and $25 — so ask about that too. If they do charge, ask whether you can pick it up in person to avoid mailing delays.

Handle situations where your employer disputes the W2

Occasionally an employer claims you were a contractor, not an employee, and says they issued a 1099 instead of a W2. This is a serious issue because it changes how you report your income and what taxes you owe. If this happens, ask the employer to send you the 1099 when ready. You'll need it to file your return.

If the employer refuses to send either a W2 or a 1099, or if you believe you were misclassified as a contractor when you should have been an employee, contact the IRS at 800-829-1040. The IRS has a process for handling misclassification disputes. You can also file Form SS-8 with the IRS to ask them to determine whether you were an employee or contractor. This process takes time, but it protects you if the employer later tries to claim you owe self-employment taxes.

Frequently Asked Questions

How long does it take to get a W2 from my employer?

If you call or email payroll directly, most employers send a duplicate W2 within three to five business days. If you request it by mail, allow one to two weeks. The IRS wage and income transcript takes five to ten business days by mail, or downloads when ready if you use their online tool.

Can I file my taxes without a W2 if I can't find my employer?

You can file using a wage and income transcript from the IRS instead of the actual W2 form. The transcript shows the same income and tax information. If the IRS has no record of your W2, you can file with a pay stub or other proof of income, but contact the IRS first to report the missing W2.

What if my employer says they already mailed my W2 but I never received it?

Ask the employer for the mailing address they used and whether they have tracking information. Request that they email you a copy or issue a duplicate. If the original was lost in the mail, the employer can reissue it. In the meantime, request a wage and income transcript from the IRS so you have a backup.

Do I need the original W2 form or can I use a copy?

A copy is fine for filing your tax return. The IRS does not require the original form. A wage and income transcript from the IRS also works. What matters is that your income is reported to the IRS; the format is less important.

What happens if I file without reporting income from a W2 my employer filed?

The IRS will eventually notice the discrepancy when they match your return against the W2 the employer filed. They will send you a bill for the unpaid tax, plus interest and penalties. This is why it's important to report all W2 income, even if you didn't receive the form yourself.

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.