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 for the previous calendar year. You do not need to request it — your employer must mail it to the address they have on file, or deliver it in person if you still work there. If you have not received it by early February, contact your employer's payroll or human resources department directly and ask for the status.
The form arrives as a paper copy in the mail, though some employers offer electronic delivery through their payroll portal or email. If your employer uses a payroll service like ADP, Gusto, or Paychex, you may be able to log into that service to view and read your W2 before the paper copy arrives. Check any payroll emails or login portals you use for work.
If you moved during the year, your employer may have mailed the W2 to an old address. Update your address with payroll as soon as you notice this, and ask them to resend it to your current location or hold it for you to pick up.
Key Takeaways
- Your employer must send your W2 by January 31 for the prior year, and you do not need to request it unless you have not received it by early February.
- Contact your employer's payroll or HR department by phone or email if the form does not arrive, and ask them to resend it or confirm the address they have on file.
- Some employers offer W2 access through a payroll portal or app where you can view and read the form before the paper copy arrives.
- If you changed jobs during the year, you will receive a separate W2 from each employer for the time you worked there.
- The IRS maintains a record of your W2, so if your employer fails to send one, you can contact the IRS to request a transcript of the information they received.
What to do if your employer will not send it
If your employer refuses to send you a W2 or claims they did not file one with the IRS, you have options. First, send a written request — email or certified mail — asking for the form and keeping a copy for your records. Include the year you worked there and your dates of employment. Give them five business days to respond.
If they still refuse, contact the IRS at 1-800-829-1040 or file Form 13909 (Whistleblower Submission) online at irs.gov. The IRS can investigate whether your employer filed your W2 with them. You can also file your tax return without the W2 if you have your own records of income and taxes withheld — use Form 4852 (Substitute for Form W-2) to report the information yourself, though this may trigger an IRS review.
Some states also have labor departments that handle wage disputes. If your employer owes you back pay or is retaliating against you for requesting the W2, your state labor board may be able to help.
Retrieving a W2 from a previous year
If you need a W2 from more than a few years ago, contact the employer directly first — many keep records for seven years or longer. Provide your full name, Social Security number, and the exact year you need. If the company no longer exists or you cannot locate them, the IRS can provide a transcript showing the W2 information they have on file.
Request an IRS transcript by calling 1-800-908-9946, visiting irs.gov/transcripts, or mailing Form 4506-C to the IRS. The transcript shows your reported income and withholding for the year you request. There is no cost for the transcript itself, though some delivery methods charge a small fee. The transcript arrives by mail in 5 to 10 business days, or when ready online if you create an IRS account and request it through their portal.
Understanding what appears on your W2
Your W2 contains six copies: Copy A goes to the Social Security Administration, Copy B is for your federal tax return, Copy C is for your records, Copy D is for your state tax return, Copy 1 is for your local tax return (if your city or county requires it), and Copy 2 is for your employer's records. You only need Copy B for your federal return and Copy 1 for your state return.
The form shows your total wages, tips, and other compensation in Box 1, federal income tax withheld in Box 2, Social Security wages in Box 3, and Medicare wages in Box 5. Boxes 12 and 14 may contain additional information depending on your job — for example, employer-sponsored health insurance premiums, 401(k) contributions, or union dues. Review these boxes to make sure the amounts match your records.
Handling multiple W2s from different employers
If you worked for more than one employer during the year, you will receive a separate W2 from each one. You must report all of them when you file your tax return — the IRS receives copies from each employer, so omitting one will cause a mismatch. Add up the income and withholding from all your W2s to calculate your total tax liability.
If you worked for the same employer under different names or Social Security numbers (for example, after a legal name change), contact payroll to make sure all earnings are reported under your current legal name and number. Mismatched information can delay your refund or trigger an audit.
What to do if your W2 contains errors
If your W2 shows incorrect wages, withholding, or personal information, contact your employer's payroll department when ready and ask them to issue a corrected form. The corrected form is called a W2-C (Corrected W-2) and must be sent to you and the IRS by the same important date as the original — usually by January 31 of the following year, though corrections can be filed later if the error is discovered after that date.
Do not file your tax return using the incorrect W2. Wait for the corrected version, or contact the IRS if your employer refuses to correct it. If you file with wrong information and the IRS later receives the correct W2 from your employer, they will recalculate your taxes and send you a bill or refund.
Accessing your W2 information online
Some employers allow you to read your W2 directly from their payroll system or employee portal. Log in with your employee credentials and look for a section labeled "Tax Documents," "W2," or "Year-End Forms." If your employer uses a third-party payroll provider, you may need to log into that provider's website instead — common ones include ADP, Gusto, Paychex, and Workday.
You can also create an account on irs.gov and use the IRS transcript tool to view W2 information the IRS has on file for you. This does not replace your official W2 form, but it can help you verify that your employer reported your income correctly. The online transcript is available when ready after you set up your account and verify your identity.
Frequently Asked Questions
Can I file my taxes without my W2 if my employer is late sending it?
You can file using Form 4852 (Substitute for Form W-2) if you have your own records of income and withholding, but this may trigger an IRS review. It is usually better to wait for your W2 or request an IRS transcript. If you need to file by the important date, you can file an extension (Form 4868) to give yourself more time to obtain the form.
What if I lost my W2 after receiving it?
Contact your employer and ask for a duplicate copy. They are required to keep records and can reissue it. If the employer no longer has it, request an IRS transcript showing the same information. You can also use the transcript to file your taxes.
Do I need all six copies of the W2 form?
No. You need Copy B for your federal tax return and Copy 1 for your state return (if your state requires it). Keep Copy C for your records. The other copies are for the Social Security Administration, your employer, and your local tax authority.
How long does the IRS keep W2 records?
The IRS keeps W2 information on file indefinitely. You can request a transcript of any year's W2 information, even from decades ago. Employers are required to keep W2 records for at least seven years.
What if my name or Social Security number changed since I worked there?
Contact your former employer and provide your current legal name and Social Security number. Ask them to issue a corrected W2-C with the updated information. This ensures the IRS matches the income to your correct tax record.