Contact your former employer's payroll or human resources department

Your first step is to reach out directly to the company where you worked. Call the payroll department or HR office and ask for your W2. Have your full name, dates of employment, and Social Security number ready when you call — this helps them locate your records quickly.

If you worked for a large company with multiple locations, you may need to contact the specific office or branch where you were employed. Ask for the mailing address or email where you can request the form. Many employers now email W2s instead of mailing them, so ask which method they use.

Keep a record of who you spoke with, the date you called, and what they told you. If they say the form is on the way, ask for an expected delivery date. If they say they already mailed it, ask when it was sent so you know when to expect it.

Key Takeaways

  • Contact your former employer's payroll or HR department by phone or email with your name, employment dates, and Social Security number.
  • If your W2 does not arrive by early February, request a duplicate copy in writing — employers must send W2s by January 31 each year.
  • If your former employer will not respond or no longer exists, you can order a wage and income transcript from the IRS using Form 4506-C.
  • The IRS has a phone line to report employers who fail to send W2s, and you can file your tax return without the form if you have the information from your pay stubs.

Check your email and mail for the form

Employers are required by law to send W2s to employees by January 31 each year. Check your email inbox and spam folder — some employers send W2s electronically now. If you moved since you left the job, your W2 may have been sent to an old address.

If you have not received your W2 by mid-February, contact your former employer again. This time, make your request in writing — send an email or letter asking for a duplicate copy. Written requests create a record that you asked for the form, which matters if you need to file without it.

Ask your former employer to confirm they have your current mailing address or email on file. If your address changed after you left, ask them to send the W2 to your new address or email it to you instead.

Request a wage and income transcript from the IRS

If your former employer does not respond or the company no longer exists, you can get your wage information directly from the IRS. Use Form 4506-C to request a wage and income transcript, which shows what your employer reported to the IRS about your earnings and taxes withheld.

You can order this transcript online at IRS.gov using your IRS account, by phone at 1-800-908-9946, or by mailing Form 4506-C to the IRS. The online method is fastest — you can view and read your transcript the same day. By phone or mail, it takes 5 to 10 business days.

A wage and income transcript contains the same income and withholding information as your W2, so you can use it to file your tax return if you cannot get the actual W2 form. The transcript shows what the IRS has on record for you from that employer.

File a complaint if your employer refuses to send the W2

If you have asked multiple times and your former employer still will not send your W2, you can report them to the IRS. Call the IRS at 1-800-829-1040 and explain that your employer has not sent the form. Have the company name, your employment dates, and the dates you requested the W2 ready when you call.

The IRS takes these complaints seriously because employers are legally required to send W2s by January 31. Reporting does not speed up getting your individual W2, but it creates a record and may prompt the IRS to contact the employer.

You do not have to wait for your W2 to file your tax return. If you have your pay stubs from your time at that job, you have the information you need — gross pay, taxes withheld, and any other deductions. You can file using that information and update your return later if the W2 arrives with different numbers.

Use your pay stubs if you cannot locate the W2

Your pay stubs contain most of the information on your W2 — your gross income, federal and state taxes withheld, and Social Security and Medicare taxes. If you kept pay stubs from your time at that job, you can use them to file your return even without the actual W2.

Add up the gross pay from all your pay stubs for the year to get your total income from that employer. Add up the federal income tax withheld, state income tax withheld, Social Security tax, and Medicare tax from all your stubs. This gives you the numbers you need to fill out your tax return.

If the numbers on your return do not match what the IRS has on record from your W2, the IRS will contact you. At that point, you can provide the corrected W2 or explain that you filed based on your pay stubs because the W2 was not available. Having documentation of your requests for the W2 helps if this happens.

Understand what to do if the employer is out of business

If the company where you worked has closed or been acquired by another company, finding your W2 takes extra steps. Start by searching online for the company name plus "bankruptcy" or "closure" to see what happened. If the company was bought, contact the new owner's HR department — they may have records from the old company.

If the company truly no longer exists and you cannot reach anyone, use the IRS wage and income transcript method described above. The IRS has records of what your employer reported, even if the company is gone. That transcript will show your income and withholdings for that year.

You can also contact your state's labor department or unemployment office. They sometimes have records of employers and may be able to help you locate payroll information, especially if you filed for unemployment after leaving that job.

Know the timeline for W2 delivery

Employers must send W2s to employees by January 31 each year. They must also send copies to the Social Security Administration and state tax agencies by the same date. If you do not have your W2 by February 15, it is late, and you should follow up.

If you are filing your tax return before your W2 arrives, you can file using your pay stubs or a wage and income transcript. The IRS will match your return against the W2 when it arrives. If the numbers match, nothing happens. If they do not match, the IRS will send you a notice asking you to explain the difference.

Some employers send W2s in batches, so yours may arrive later than others even from the same company. If you worked there only part of the year, your W2 may take longer because the employer has to calculate your specific amounts. Ask when you call whether there is a reason for a delay.

Frequently Asked Questions

Can I file my taxes without my W2?

Yes. You can file using your pay stubs, a wage and income transcript from the IRS, or the information you remember from your pay stubs. If your numbers do not match what your employer reported to the IRS, the IRS will contact you, but you can still file without the physical W2 in hand.

How long does it take to get a wage and income transcript from the IRS?

If you order online through your IRS account, you can view and read it the same day. By phone, it takes 5 to 10 business days. By mail, allow 5 to 10 business days after the IRS receives your Form 4506-C.

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

Ask them for the date they mailed it and the address they sent it to. If it was sent to an old address, ask them to send another copy to your current address. If it has been more than two weeks since they mailed it, request a duplicate by email or letter so you have a written record.

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

You can use a copy or a wage and income transcript from the IRS. The IRS does not require the original form. Many employers now send W2s electronically, which is a digital copy, and that works for filing your return.

What if I worked for multiple employers in one year?

You will receive a separate W2 from each employer. Contact each one using the same process. When you file your return, you will report income from all your W2s. If one employer is slow, you can still file using the information from the others and add the missing W2 later.