Where to request your W2

Your employer is required to send you a W2 by January 31 each year. If you have not received it by early February, contact your employer's payroll or human resources department directly — that is the fastest way to get a copy. You can call, email, or visit in person, depending on how your employer prefers to handle requests.

If your employer has closed, gone out of business, or you cannot locate them, the IRS can help you get the information you need. You can call the IRS at 1-800-829-1040 and ask for a wage and income transcript, which shows the W2 data they have on file for you. This transcript serves the same purpose as a W2 for most situations, including filing your tax return.

Some employers offer online portals where you can read your W2 yourself. If your employer uses payroll software like ADP, Gusto, or Paychex, log into your employee account and look for a section labeled "pay stubs," "tax documents," or "W2." The W2 is usually available there starting in late January.

Key Takeaways

  • Your employer must send your W2 by January 31, so contact payroll or human resources if you have not received it by early February.
  • If you cannot reach your employer, the IRS can provide a wage and income transcript that shows the same W2 information.
  • Many employers offer online portals where you can read your W2 yourself starting in late January.
  • You will need your Social Security number and the year you worked to request a transcript from the IRS.

What information you need to request a W2

When you contact your employer, have your name, Social Security number, and the year you worked ready. This helps payroll confirm your identity and locate your record quickly. If you worked under a different name or Social Security number than you use now, mention that as well.

If you are requesting a transcript from the IRS instead, you will need your Social Security number, date of birth, and mailing address. The IRS uses this information to verify your identity before sending the transcript. You can request a transcript by phone, mail, or through your IRS online account if you have one set up.

How long it takes to receive a W2

If your employer sends it electronically or you read it from their portal, you can have it within hours or days. If your employer mails a physical copy, allow one to two weeks for delivery, depending on your location.

An IRS wage and income transcript typically arrives by mail within two weeks if you request it by phone or mail. If you set up an IRS online account and request it there, you can view it when ready on the screen, though you may want to print or read a copy for your records.

Requesting a W2 from a previous employer

If you worked for a company years ago and need that W2, start by calling their main phone number or visiting their website to find the payroll department. Many companies keep records for at least seven years. If the company no longer exists or you cannot locate them, the IRS has a record of every W2 issued in your name, so a wage and income transcript will show that income.

You can also contact your state's department of labor or revenue office. They sometimes maintain records of W2s filed with state taxes and can point you toward the right employer or provide the information directly.

Using a wage and income transcript instead of a W2

A wage and income transcript from the IRS shows your wages, federal income tax withheld, and other income reported to the IRS that year. It includes the same core information as your W2 and is accepted by most banks, loan officers, and government agencies as proof of income.

The main difference is that a transcript does not include state or local tax information, and it does not show employer details like your employer's name and address. For most purposes — filing your tax return, proving income to a lender, or explore for housing — a transcript works just as well. If you specifically need the employer's information or state tax details, you will need the actual W2 from your employer.

What to do if your employer will not provide a W2

Employers are legally required to issue a W2 to every employee by January 31. If your employer refuses or ignores your request, you can file a complaint with the IRS. Call 1-800-829-1040 and explain the situation, or file Form 13909 (Information Referral) with the IRS to report the violation.

In the meantime, you can still file your tax return using a wage and income transcript from the IRS. You can also file using Form 4852 (Substitute for Form W-2), which you fill out yourself with the wage information you have. This is not ideal, but it allows you to file on time while the IRS investigates your employer.

Frequently Asked Questions

Can I get my W2 before January 31?

Some employers send W2s early, but they are not required to until January 31. If you need your income information sooner, ask your employer for a pay stub summary or contact the IRS for a wage and income transcript, which may be available faster.

What if I lost my W2 after receiving it?

Request a duplicate from your employer — they keep copies on file. If your employer no longer has it, the IRS wage and income transcript shows the same information and can be used in place of the original W2.

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

A copy is fine for most purposes, including filing your tax return. Banks, employers, and government agencies typically accept copies. If an organization requires an original, ask your employer to send one certified or notarized.

Can I get a W2 for a job I worked under the table?

No. A W2 is only issued for income that was reported to the IRS by your employer. If you were paid cash and your employer did not report it, there is no W2 on file. You can still report that income on your tax return if you choose to.

What if I worked for multiple employers in one year?

You will receive a separate W2 from each employer. Request them all individually, or request a wage and income transcript from the IRS, which will show all W2 income reported under your Social Security number that year.