A W2 is a tax document your employer sends you showing how much you earned and what taxes were withheld

A W2 form (officially called a "Wage and Tax Statement") is a piece of paper or digital file that reports your annual income from a job and the federal, state, and local taxes your employer took out of your paychecks. Your employer is required by law to send you one by January 31st each year for the previous calendar year. You use it to file your income tax return with the IRS.

The W2 does not determine how much tax you owe — it straightforward records what your employer already withheld. When you file your taxes, you report the income shown on your W2, and the IRS checks that the withholding amount matches what you actually owe based on your full tax situation.

If you worked for more than one employer in a year, you will receive a separate W2 from each one. If you are self-employed or work as a contractor, you typically do not receive a W2; instead, you file a different form called a 1099.

Key Takeaways

  • Your employer must send you a W2 by January 31st showing your wages for the previous year and all taxes withheld.
  • The W2 includes federal income tax, Social Security tax, Medicare tax, and any state or local taxes your employer deducted from your pay.
  • You need your W2 to file your annual income tax return with the IRS.
  • If you worked for multiple employers, you will receive a W2 from each one and must report all of them when you file taxes.

The six boxes on a W2 that matter most

A W2 has 14 numbered boxes, but most of them are for specific situations. Here are the ones you will use when filing your taxes:

Box 1 (Wages, tips, other compensation) shows your total taxable income for the year before any deductions. This is the number you report to the IRS as your income from that job.

Box 2 (Federal income tax withheld) shows how much federal tax your employer took out of your paychecks throughout the year. The IRS will credit this amount against what you owe.

Boxes 4 and 6 (Social Security and Medicare taxes withheld) show the payroll taxes deducted for Social Security and Medicare. These are separate from federal income tax and are withheld at fixed rates.

Box 12 lists certain pre-tax deductions (like health insurance premiums or retirement contributions) that reduce your taxable income. The letter code next to the amount tells you what kind of deduction it is.

Boxes 18–20 (State and local taxes) show state income tax, local income tax, or other taxes withheld, depending on where you live and work. Not all states have income tax, so these boxes may be blank.

When you receive your W2 and what to do with it

Your employer must mail or provide your W2 by January 31st of the year following the one you worked. For example, if you worked during 2024, you receive the W2 by January 31, 2025. Many employers now send W2s electronically through a find portal or email, though some still mail paper copies.

Keep your W2 in a safe place until you file your taxes. You will need it to complete your tax return, whether you file on your own using tax software or work with a tax preparer. The IRS also receives a copy from your employer, so the numbers must match what you report.

If you lose your W2 or never receive it, contact your employer's payroll or human resources department and ask for a duplicate. If your employer will not provide one, you can request a transcript from the IRS that shows the wage information they have on file.

The difference between a W2 and a 1099

A 1099 form is used instead of a W2 when you work as an independent contractor, freelancer, or self-employed person. The main difference is that a 1099 reports income but does not show taxes withheld — contractors are responsible for paying their own taxes, usually through quarterly estimated tax payments.

If you receive a 1099, you also have to pay both the employee and employer portions of Social Security and Medicare taxes (called self-employment tax), whereas a W2 employee's employer covers half. A 1099 also means you can deduct business expenses to lower your taxable income, which a W2 employee generally cannot do.

Some people receive both a W2 and a 1099 in the same year if they have a regular job and also do freelance work on the side. You report both on your tax return.

What happens if the numbers on your W2 are wrong

If you notice an error on your W2 — such as the wrong income amount, incorrect tax withholding, or your name or Social Security number spelled wrong — contact your employer when ready. They can issue a corrected W2, called a W2-C, which you then use instead of the original when you file your taxes.

Do not ignore errors. If you file your taxes with wrong information and the IRS catches the mistake, you may owe additional taxes, penalties, or interest. Correcting it before you file is much simpler.

If your employer refuses to correct a clear error, you can file a complaint with the IRS using Form 13909 (Whistleblower Submission). The IRS takes wage reporting seriously and will investigate.

Why your employer withholds taxes on your W2

Your employer withholds federal income tax, Social Security tax, and Medicare tax from each paycheck based on information you provide on a W4 form when you start the job. The W4 tells your employer how much to withhold based on your filing status, number of dependents, and other income.

The goal of withholding is to spread your annual tax bill across your paychecks so you do not owe a large lump sum on April 15th. If your employer withholds too much, you get a refund when you file. If too little is withheld, you owe money.

You can adjust your withholding at any time by submitting a new W4 to your employer — for example, if you get married, have a child, or take a second job.

Frequently Asked Questions

Do I need my W2 to file taxes if I use tax software?

Yes. Tax software walks you through entering the information from your W2, including your income and withholding amounts. The software uses this data to calculate what you owe or what refund you should receive. You do not submit the W2 itself to the IRS, but the numbers must match.

What if I worked part of the year and did not receive a W2?

If you worked but your employer did not send a W2 by early February, contact them first. If they still will not provide one, you can request a wage and income transcript from the IRS, which shows what they have on file for you. You can also file a complaint with your state's labor department if you believe your employer is breaking the law.

Can I file my taxes without a W2?

You can file, but you will need to report your income somehow. If you have not received your W2 by the time you want to file, you can request an IRS transcript or file using an estimate of your income and then amend your return once you have the actual W2. Filing without accurate income information may trigger an IRS audit.

Do I keep my W2 after I file taxes?

Yes. Keep your W2 and a copy of your filed tax return for at least three years in case the IRS has questions. Many people keep them longer for their records. You do not need to mail your W2 to the IRS — they receive it directly from your employer.

What if I have multiple W2s from different jobs?

Report the income and withholding from each W2 separately on your tax return. Add up all your wages, all your federal withholding, and all your other taxes across all W2s. The IRS will match each W2 they receive to your return, so all of them must be reported.