How to request your W2 from your employer

Your employer is required by law to send you a W2 form by January 31 each year if you earned wages during the previous calendar year. You do not have to request it — your employer must mail it to you or make it available electronically. If January 31 passes and you have not received it, contact your employer's payroll or human resources department directly. Give them your current mailing address and ask them to send a replacement copy or provide it through your employee portal if your company uses one.

If your employer has closed, gone out of business, or you cannot locate them, the IRS can help you obtain a transcript of your W2 information instead. You can call the IRS at 1-800-829-1040 or visit IRS.gov to request a wage and income transcript, which shows the same income information the W2 would have contained.

Key Takeaways

  • Your employer must send your W2 by January 31 of the year following the one in which you earned the wages.
  • Contact your employer's payroll department if you do not receive it by late January, and provide your current address.
  • If your employer is unreachable or out of business, you can request a wage and income transcript from the IRS instead.
  • You can access your W2 through your employer's online employee portal if your company offers one.
  • Keep copies of your W2 for your records — you will need it to file your tax return.

Checking your employer's online portal first

Many employers now provide W2 forms through an employee self-service portal rather than mailing paper copies. Log into your company's HR or payroll system using your employee credentials. Look for a section labeled "Tax Documents," "W2," "Pay Stubs," or "Year-End Documents." If your employer uses this method, you can usually read and print your W2 directly from there.

If you have forgotten your login information or do not know whether your employer has an online portal, call your payroll department and ask. They can tell you whether the W2 is available online and reset your password if needed. Some employers offer both online access and mailed copies, so you may have options.

What to do if you never received your W2

If January 31 has passed and you have not received your W2 in the mail or found it in your online portal, start by calling your employer's payroll or HR department. Provide your full name, Social Security number, and the year you are asking about. Ask them to confirm they have your correct mailing address on file. If the address is wrong, give them the correct one and ask them to remail the form.

If your employer says they already mailed it, ask them to check the status or issue a replacement. If they refuse or do not respond within a few days, you can file your tax return using a wage and income transcript from the IRS instead. The transcript contains the same income and tax withholding information as your W2.

Getting a wage and income transcript from the IRS

A wage and income transcript is an IRS document that shows your reported wages, salary, and tax withholding for a specific year. It contains the same income information your W2 would have, and you can use it to file your tax return if you cannot obtain the W2 itself. You can request one for free from the IRS in three ways: by phone, by mail, or online through your IRS account.

To request by phone, call the IRS at 1-800-829-1040 and speak with a representative. They will ask for your name, Social Security number, and the tax year you need. The transcript will be mailed to you within 5 to 10 business days. To request by mail, complete IRS Form 4506-C and mail it to the address listed on the form. To request online, create or log into your account at IRS.gov, go to "Tax Records," and select "Transcript." Online requests are processed fastest.

Understanding what information is on your W2

Your W2 shows your total wages for the year, federal income tax withheld, Social Security wages, Medicare wages, and any other income or deductions your employer reported. Box 1 contains your taxable wages. Boxes 2 and 6 show federal and Medicare tax withheld. If you worked in more than one state, you will see state income tax information in the lower section of the form. Your employer's name, address, and tax ID number appear at the top.

Review your W2 carefully when you receive it. If any numbers look wrong — if your wages are too high or too low, or if tax withholding seems incorrect — contact your payroll department when ready. They can issue a corrected W2 if there was an error. Do not file your tax return until you have verified the information is accurate.

Keeping copies for your records

Keep at least one copy of your W2 for your personal records, separate from the copy you send to the IRS. Store it with your other tax documents for that year. If you file electronically, you may not need to mail a paper copy, but you should still keep one for your own records in case you need to reference it later. The IRS can ask for documentation of your income years after you file, so having your W2 on hand protects you.

If you lose your W2 after filing, you can always request another copy from your employer or obtain a transcript from the IRS. There is no penalty for requesting duplicates, and employers are required to provide them.

Frequently Asked Questions

What if my employer says they sent my W2 but I never got it?

Ask your employer to confirm the mailing address they have on file and verify it matches where you live. If the address is wrong, ask them to remail it. If the address is correct but you still do not receive it after a week or two, ask your employer to issue a replacement copy or provide it electronically. If they refuse, contact the IRS to request a wage and income transcript instead.

Can I file my taxes without my W2?

You can file using a wage and income transcript from the IRS, which contains the same income information. However, you should make every effort to obtain your actual W2 first, since it may contain additional information specific to your employer or state. If you cannot get your W2, the transcript is an acceptable alternative.

Do I need to do anything if I worked for multiple employers in one year?

You will receive a separate W2 from each employer. Gather all of them before you file your tax return, since you will need to report income from each one. If you are missing any W2s, contact each employer individually or request transcripts from the IRS for the employers you cannot reach.

What if my employer went out of business?

Contact the IRS at 1-800-829-1040 and explain the situation. Request a wage and income transcript for the year you worked there. The IRS has records of reported wages even if your employer no longer exists, and you can use the transcript to file your return.

Is there a important date for getting my W2?

Your employer must send or make your W2 available by January 31. If you do not have it by then, contact them right away. There is no penalty to you for a late W2, but your employer may face penalties from the IRS. You can still file your return using a transcript if you cannot obtain the W2 itself.