Contact your former employer's payroll or human resources department

Your previous employer is required by law to send you a W2 form by January 31 each year for the prior tax year. The fastest way to get one is to contact the payroll department directly — they handle W2 requests every day and usually process them quickly. Call the main number and ask for payroll, or look for a payroll email address on the company website or your old pay stubs.

If you don't have contact information, try the company's general phone line and explain that you're a former employee requesting a W2. They'll route you to the right department. Have your full name, Social Security number, and the years you worked there ready when you call or email.

Most employers will email or mail your W2 within a few business days of your request. Some larger companies have online portals where former employees can read W2s directly — ask if this option is available.

Key Takeaways

  • Your former employer must send you a W2 by January 31 for the prior tax year, and you can request it anytime by contacting payroll directly.
  • Have your full name, Social Security number, and employment dates ready when you contact them.
  • If you cannot reach your former employer or they don't respond, the IRS can help you obtain a transcript of your W2 information.
  • Some employers offer online portals where you can read W2s yourself without calling.
  • If your W2 contains errors, contact your former employer to request a corrected form (called a W2-c).

What to do if your former employer is out of business or unreachable

If the company has closed, moved, or you cannot locate them, you have another option: contact the IRS directly. Call the IRS at 1-800-829-1040 and explain that you need a W2 from a business that is no longer operating or that you cannot reach. The IRS can sometimes provide you with a wage and income transcript, which shows the same income information that would appear on your W2.

You can also request a wage and income transcript online through the IRS website (irs.gov) by creating an account and using the "Get Transcript" tool. This transcript will show your reported wages, Social Security tax, and Medicare tax for the year in question. While it is not the actual W2 form, it serves the same purpose for filing your tax return.

Correcting errors on your W2

If you receive your W2 and notice an error — wrong name spelling, incorrect Social Security number, wrong income amount, or missing state information — contact your former employer's payroll department when ready. Ask them to issue a corrected W2, officially called a W2-c (Corrected Wage and Tax Statement).

Your employer must send you the corrected form and also file it with the IRS. Do not file your tax return with the incorrect W2 — wait for the corrected version if possible. If you must file before receiving the correction, file with the information you have and note the error in writing with your return.

Using a wage and income transcript instead of a W2

If you absolutely cannot obtain your W2 and your former employer is truly unreachable, you can file your tax return using a wage and income transcript from the IRS instead. This transcript shows your reported income for the year and is accepted by the IRS as proof of earnings.

To get this transcript, visit irs.gov, create an account, and select "Get Transcript." You can view it when ready online or request it by mail. The online version is usually available within minutes. Print or save a copy for your records and your tax preparer.

Requesting W2s for multiple years

If you need W2s from several years ago, the same process applies: contact payroll and specify which tax years you need. Employers are required to keep W2 records for at least four years, though many keep them longer. Even if you left the company five or ten years ago, payroll can usually locate and send you the forms.

If the company no longer exists or has merged with another business, try contacting the successor company or the parent company if there was one. If that fails, use the IRS transcript method described above — you can request transcripts for multiple years in one request.

What information appears on your W2

Your W2 shows your total wages, tips, and other compensation for the year, along with federal income tax withheld, Social Security wages, Medicare wages, and state tax information. It also includes any 401(k) contributions, health insurance premiums, or other pre-tax deductions. Your employer sends a copy to you, a copy to the IRS, and a copy to your state tax authority.

When you file your tax return, you enter the information from Box 1 (wages, tips, other compensation) and Box 2 (federal income tax withheld) into your return. If you have multiple W2s from different employers in the same year, you report all of them and add the totals together.

Frequently Asked Questions

Can I file my taxes without my W2 if my employer is late sending it?

You can request a wage and income transcript from the IRS and file using that instead. However, you should still try to obtain the actual W2 — some tax software and employers' systems work better with the official form. If you file without it and your W2 arrives later with different information, you may need to file an amended return.

What if I never received my W2 by February and my employer won't respond?

Contact the IRS at 1-800-829-1040 and report that you did not receive your W2. The IRS can contact your employer on your behalf and investigate. You can also file Form 4852 (Substitute for Form W-2) with your tax return if you have documentation of your wages, though the IRS prefers you obtain the actual W2 first.

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

A copy is fine for filing your tax return. You do not need the original form. If your employer emails it or you print it from an online portal, that is acceptable. The IRS accepts electronic copies and printed copies equally.

How far back can I request a W2 from a previous employer?

Employers must keep W2 records for at least four years, but many keep them indefinitely. You can request W2s from years ago — there is no time limit on your right to obtain them. If the company no longer exists, use the IRS wage and income transcript method instead.