How to retrieve your W2 from a previous employer

Contact your former employer's payroll or human resources department directly by phone or email. Most employers keep W2 records for at least seven years and will send you a copy if you ask. If you no longer have contact information for the company, search online for the main office number or look up the business address through your state's Secretary of State office.

The IRS requires employers to mail W2 forms by January 31 each year. If you worked there during a calendar year, you are may have access to to a W2 for that year even if you left the job months earlier. Employers must provide the form whether you request it or not, but if yours did not arrive or was lost, you will need to request it yourself.

Be ready to provide your full name, Social Security number, and the dates you worked there. This helps payroll locate your record quickly. If the company has gone out of business or you cannot reach anyone, there are other ways to get the information you need.

Key Takeaways

  • Call or email your former employer's payroll department with your name, Social Security number, and employment dates to request a W2 copy.
  • Employers must keep W2 records for at least seven years and are required to provide copies to former employees upon request.
  • If you cannot reach your former employer, the IRS can help you retrieve wage information through Form 4506-C or by contacting the employer on your behalf.
  • The Social Security Administration maintains a record of wages reported to them, which you can view through your my Social Security account.
  • If your W2 shows incorrect information, you can ask your employer to file a corrected W2C form with the IRS.

What to do if you cannot reach your former employer

If the company is out of business, has moved, or will not respond to your requests, file Form 4506-C with the IRS. This form asks the IRS to retrieve your wage and tax information from their records and send it to you. The IRS charges a fee for this service, though the amount varies depending on how many years of records you need.

You can also call the IRS directly at 1-800-829-1040 and ask them to contact your former employer on your behalf. Have your Social Security number, the employer's name and address, and the tax year ready when you call. The IRS can sometimes locate the employer's current contact information if the business has moved or changed names.

Another option is to check your my Social Security account online at ssa.gov. This account shows a record of all wages reported to Social Security under your name and number, going back several years. While this is not the same as a W2 form, it contains the wage information you need for tax purposes and can serve as proof of income.

When your W2 shows the wrong information

If your employer sent you a W2 with incorrect wages, tax withholding, or personal information, contact them when ready and ask them to issue a corrected form. The corrected form is called a W2-C (Corrected Wage and Tax Statement). Your employer must file this with the IRS and send you a copy within 30 days of discovering the error.

Do not file your tax return using the incorrect W2. Wait for the corrected version, or if your employer refuses to correct it, file Form 4506-C with the IRS and explain the discrepancy. The IRS will investigate and may contact your employer directly.

Retrieving W2s from multiple previous employers

If you worked for several employers in the same year, you will receive a separate W2 from each one. Contact each employer's payroll department with the same information: your name, Social Security number, and the dates you worked there. Some employers allow you to request W2 copies through an online portal or employee self-service system if you still have access to your account.

When you file your tax return, you will need to report income from all W2s. If you are missing a W2 from one employer but have the others, you can still file using Form 4506-C to retrieve the missing information from the IRS. This prevents delays in filing while you track down a former employer.

How long employers must keep W2 records

Federal law requires employers to keep payroll records, including W2 information, for at least seven years. This means even if you left a job many years ago, the employer should still have your W2 on file. Some employers keep records longer than seven years as a matter of practice.

If an employer claims they no longer have your record after seven years, you can dispute this with the IRS. The IRS has its own records of all W2s filed and can provide you with the wage information from their files using Form 4506-C.

What information appears on your W2

Your W2 shows your gross wages, federal income tax withheld, Social Security wages, Medicare wages, and any other deductions or benefits. It also lists your employer's name, address, and Employer Identification Number (EIN). The form is divided into boxes, each containing a specific type of wage or tax information.

When you request a W2 from a former employer, you should receive the exact same form that was filed with the IRS and Social Security. If the employer sends you something different or incomplete, ask them to provide the official W2 form. You need the complete form to file your tax return accurately.

Frequently Asked Questions

How long does it take to get a W2 from my former employer?

Most employers send W2 copies within one to two weeks of your request. If you contact them by phone or email early in the year, before the January 31 important date, they usually respond faster. If you request it after January 31, payroll may take longer because they are handling other requests.

Can I file my taxes without my W2 if I cannot find my former employer?

You should not file without your W2 because the IRS will receive a copy from your employer and will notice the discrepancy. Instead, file Form 4506-C to get your wage information from the IRS, or use your my Social Security account to verify your wages. This prevents penalties and delays.

What if my former employer says they never received my W2 request?

Send your request in writing by certified mail so you have proof of delivery. Include your name, Social Security number, employment dates, and the tax year you need. If they still do not respond within two weeks, contact the IRS at 1-800-829-1040 and ask them to retrieve the information for you.

Do I need the original W2 or will a copy work?

A copy of your W2 is acceptable for filing your tax return. You do not need the original paper form. An electronic copy or a photocopy sent by email works just as well as long as it contains all the required information and boxes.

Can I get a W2 from a job I had more than seven years ago?

Yes. While employers only have to keep records for seven years, the IRS keeps permanent records of all W2s filed. You can request your wage information from the IRS using Form 4506-C, even for jobs from decades ago. The IRS will charge a fee for this service.