W2 forms are mailed between January 31 and February 15 each year

Your employer must send you a W2 by January 31 of the year following the one you worked. This important date is set by the Internal Revenue Service (IRS). Most employers mail W2s in late January or early February, though some send them earlier if they process payroll quickly after the year ends.

The exact date you receive yours depends on when your employer prints and mails them, and how long mail takes to reach you. If your employer uses a payroll service or processes W2s through a third party, there may be additional processing time before the forms leave their office.

You should receive your W2 at the address your employer has on file from your personnel records or tax withholding forms. If you moved during or after the year you worked, make sure your employer has your current mailing address.

Key Takeaways

  • The IRS requires employers to mail W2 forms by January 31, though many arrive in early February depending on mail delivery time.
  • If you do not receive your W2 by mid-February, contact your employer's payroll or human resources department to confirm they have your correct mailing address.
  • You can file your tax return before your W2 arrives if you have your pay stubs or a wage and income transcript from the IRS.
  • If your employer does not send a W2 by the important date, the IRS has a process to file a complaint and obtain a transcript of your wages.

What to do if your W2 arrives late or not at all

If February 15 passes and you still do not have your W2, contact your employer's payroll department first. Ask them to confirm your mailing address and whether they have already sent the form. Many employers can resend a W2 when ready if it was lost in the mail or if they have your wrong address on file.

If your employer says they sent it but you never received it, ask them to mail a replacement copy. Keep a record of when you made this request. If your employer does not respond or claims they will not send a replacement, you can file a Form 4852 (Substitute for Form W2) with your tax return using information from your pay stubs.

The IRS also offers a wage and income transcript that shows what your employer reported to them. You can order this transcript online at IRS.gov or by calling 1-800-908-9946. This transcript shows your reported wages and withholding and can be used to file your return if your W2 has not arrived.

How to report a missing or incorrect W2 to the IRS

If your employer does not send a W2 by January 31 and does not respond to your requests for a replacement, you can file a complaint with the IRS. Use Form 13909 (Information Referral) to report the issue. You can file this form online through the IRS website or mail a paper copy.

The IRS investigates complaints about employers who miss the W2 important date or fail to send forms to workers. This process can take several months, so it is not a way to speed up getting your W2 before tax season. However, it creates a record if your employer is consistently late or non-compliant.

While the IRS investigates, you can still file your tax return using your pay stubs or the wage and income transcript. You do not have to wait for your W2 to file, though you will need the information on it to fill out your return accurately.

Filing your return before your W2 arrives

You do not have to wait for your W2 to file your tax return. If you have your pay stubs from throughout the year, you can add up your total wages, federal withholding, and state withholding yourself and enter those amounts on your return. This works if you only have one job and your pay stubs show all the information you need.

Alternatively, you can order a wage and income transcript from the IRS before your W2 arrives. This transcript shows your reported wages and withholding for the year and can be used in place of your W2 to file your return. The transcript is usually available within two weeks of requesting it online.

If you file before your W2 arrives and the amounts on your W2 differ from what you reported, you may need to file an amended return (Form 1040-X) later. This is uncommon if you have accurate pay stubs, but it can happen if your employer made an error or if you miscalculated.

Understanding the January 31 important date

The January 31 important date applies to all employers, regardless of size or industry. Employers must mail W2s to workers and file copies with the Social Security Administration (SSA) by this date. The IRS and SSA use the copies filed by employers to verify that workers reported their income correctly on their tax returns.

Some employers request an extension from the IRS if they cannot meet the important date. If your employer receives an extension, they may have until March 31 to send W2s. However, extensions are not automatic, and most employers meet the January 31 important date without requesting one.

If your employer files for an extension, they should notify you. If you do not hear from them and it is past January 31, assume they are working to meet the important date and contact them if you have not received your W2 by mid-February.

Frequently Asked Questions

Can I file my taxes without my W2?

Yes. You can file using your pay stubs or a wage and income transcript from the IRS. Both show your wages and withholding for the year. If the amounts differ from your W2 when it arrives, you may need to file an amended return, but this is rare if you use accurate pay stub information.

What if my W2 has the wrong information on it?

Contact your employer's payroll department and ask them to issue a corrected W2, called a Form W2-C. Your employer must send the corrected form to you and file it with the SSA. Do not file your tax return until you have the corrected W2, or file an amended return once you receive it.

Do I need to receive my W2 before I can file my return?

No. You can file using pay stubs or a wage and income transcript. However, you must report the correct amounts from your W2 on your return. If you estimate and the W2 shows different amounts, the IRS may contact you or you may need to file an amended return.

What if my employer went out of business and I cannot get my W2?

Contact the IRS at 1-800-829-1040 and explain the situation. The IRS can help you obtain a wage and income transcript or file a Form 4852 to report your wages. You can also file a complaint with the IRS using Form 13909 if the employer failed to send W2s before closing.

How long does mail usually take for a W2 to arrive?

Standard mail typically takes five to seven business days within the United States, though this varies by location. If your employer mails your W2 on January 31, you should receive it by mid-February. If you have not received it by February 15, contact your employer to confirm they have your correct address.