Where to request your W2 and when to expect it

Your employer is required to send you a W2 form by January 31 each year. If you have not received it by early February, contact your employer's payroll or human resources department directly — by phone, email, or in person. Give them your full name, Social Security number, and the year the W2 covers. Most employers will resend it within a few business days.

If your employer is no longer in business, closed, or you cannot locate them, the IRS can help you get a copy. You can call the IRS at 800-829-1040 and request a wage and income transcript, which shows what your employer reported you earned. This transcript works as a substitute for a W2 when filing your tax return.

Keep in mind that your employer reports your W2 information to the IRS at the same time they mail it to you. The IRS already knows what you earned — they are checking to make sure your tax return matches what your employer reported.

Key Takeaways

  • Your employer must mail your W2 by January 31, so contact them if you do not have it by early February.
  • Reach out to payroll or HR with your name, Social Security number, and the tax year you need.
  • If your employer is gone or unreachable, request a wage and income transcript from the IRS instead.
  • The IRS already has a record of your earnings from your employer's report, so you can file without the physical W2 if necessary.

What to do if your employer will not send it

If you have asked your employer multiple times and they refuse or ignore you, file a complaint with the Department of Labor. You can also contact your state's labor board — each state has its own office that handles wage and hour violations. These agencies can pressure an employer to comply.

You do not have to wait for the W2 to file your tax return. If January 31 has passed and you still do not have it, use the wage and income transcript from the IRS instead. You can file your return with the transcript, and if the W2 arrives later with different numbers, you can file an amended return.

Getting a W2 from a previous employer

If you worked somewhere years ago and need that W2, start by contacting the company's payroll department. Many employers keep records for at least seven years. If the company no longer exists or you cannot find contact information, the IRS can pull up what was reported about your earnings in their system.

Call the IRS at 800-829-1040 and ask for a wage and income transcript for the specific year. You will need to verify your identity — the IRS will ask for your Social Security number and may ask other questions to confirm you are who you say you are. The transcript arrives by mail within two weeks.

Requesting a duplicate W2 online or by mail

Some large employers offer online portals where you can read past W2 forms. Log into your employee account on the company's website and look for a payroll or tax documents section. If your employer has this option, it is usually the fastest way to get a copy.

If there is no online option, you can request a duplicate by mail. Write a letter to your employer's payroll department with your name, Social Security number, the tax year, and your request for a duplicate W2. Include your current mailing address. Mail it to the payroll office address listed on your most recent pay stub or on the company website.

What information appears on your W2

Your W2 shows your total wages, tips, and other compensation in Box 1. It also breaks down federal income tax withheld, Social Security tax withheld, and Medicare tax withheld. If you had taxes withheld from your paycheck, those amounts appear here.

Boxes 12 and 20 may contain additional information depending on your situation — for example, health insurance premiums you paid before taxes, or contributions to a retirement plan. Your state and local tax information appears in the lower boxes. All of this information is what you use to fill out your tax return.

Using the IRS transcript as a substitute

A wage and income transcript from the IRS shows the same earnings information your W2 does, but it comes directly from what your employer reported to the government. You can use this transcript to file your tax return if you cannot get the W2 itself.

The transcript does not include all the same boxes as a W2 — for example, it may not show state and local tax information — but it covers the main numbers the IRS needs to verify your return. You can request a transcript online at irs.gov, by phone at 800-829-1040, or by mail using Form 4506-C.

Frequently Asked Questions

Can I file my taxes without my W2?

Yes. You can file using a wage and income transcript from the IRS, which shows your earnings. You can also file with the information from your final pay stub if you have it. If your numbers do not match what your employer reported, you may need to file an amended return later.

What if I lost my W2 after I already received it?

Contact your employer and ask for a duplicate. Most employers will resend it at no cost. If you cannot get a replacement, request a wage and income transcript from the IRS instead.

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

A copy is fine. You do not need the original document — the IRS accepts photocopies, printed copies from your employer's online portal, or a transcript. As long as it shows your earnings and tax withholding, it works for filing.

How long does it take to get a W2 from the IRS?

A wage and income transcript ordered online or by phone usually arrives within two weeks. If you request it by mail using Form 4506-C, allow four to six weeks. You can also view transcripts when ready online if you create an IRS account.

What if my W2 has the wrong information on it?

Contact your employer right away and ask them to issue a corrected W2, called a Form W2-C. Your employer must file the correction with the IRS and send you a copy. If your employer refuses, you can file your return with the correct numbers and attach a statement explaining the error.