W2 forms are mailed between January 31 and the end of February each year

Your employer must send you a W2 form by January 31 of the year following the one you worked. This important date is set by the IRS. Most employers mail them in early to mid-January, but you may not receive yours until late January or early February depending on mail speed and your employer's payroll schedule.

If you have not received your W2 by early February, contact your employer's payroll or human resources department. They can tell you whether it was mailed and to what address they have on file. If your address has changed since you left the job or during the year, the form may have gone to an old location.

You do not need to wait for the physical form to file your taxes. The IRS receives a copy of your W2 electronically from your employer, so if you know your income and tax withholding amounts, you can file before the form arrives. However, having the actual document in front of you reduces the chance of entering wrong numbers.

Key Takeaways

  • Employers must mail W2 forms by January 31, though many send them earlier in January.
  • If you have not received your W2 by early February, call your employer's payroll department to confirm the mailing address on file.
  • You can file your taxes before receiving the physical W2 if you know your income and withholding amounts, since the IRS has an electronic copy.
  • If your employer goes out of business or cannot locate your W2, the IRS can issue you a wage and income transcript that shows the same information.

What to do if your W2 is late

If February arrives and you still do not have your W2, start by checking with your employer. Call the payroll department or the main office and ask whether the form was sent. Provide your current mailing address and ask them to confirm it matches their records. If the address is wrong, ask them to send a replacement to the correct location.

If your employer says the W2 was mailed but you never received it, ask them to issue a duplicate copy. Most payroll systems can reprint forms on the spot. Request that they mail it or, if you are in a hurry, ask whether you can pick it up in person or have them email a copy.

If you cannot reach your employer or they say they did not send it, you have other options. You can contact the IRS directly at 1-800-829-1040 and ask for a wage and income transcript. This document shows the same W2 information the IRS received from your employer and can be used to file your taxes. The IRS can usually provide this by phone or mail within a few days.

Employers who miss the January 31 important date

Some employers file late. If your employer misses the January 31 important date, they face IRS penalties, but you are not responsible for their delay. You can still file your taxes without the W2 in hand by using a wage and income transcript from the IRS, or you can file a tax return showing your best estimate of the income and ask the IRS to correct it when your W2 arrives.

If you file before receiving your W2 and the numbers on the form differ from what you reported, the IRS will send you a notice. You can then file an amended return if needed. This is not ideal, but it is better than missing the tax filing important date because your employer was late.

Multiple W2s from different employers

If you worked for more than one employer during the year, each one must send you a separate W2. You will receive multiple forms in the mail, and you must report income from all of them when you file your taxes. Each employer has the same January 31 important date, so you may receive some forms before others.

Keep all your W2s in one place as they arrive. When you are ready to file, you will need the information from every form. If one employer is significantly late, you can still file using the W2s you have received and a wage and income transcript for the missing one.

W2s for jobs you left mid-year

If you left a job before the end of the year, your former employer still sends you a W2 showing the income and taxes from the time you worked there. The important date is still January 31. You do not need to request anything special — the form comes automatically as long as the employer has your correct mailing address.

If you left a job and moved, contact your former employer and give them your new address. Many employers update their records when you leave, but some do not. A quick call to payroll can prevent the W2 from going to an old address.

Corrected W2s (Form W2-C)

Sometimes an employer discovers an error on your W2 after it has been mailed — a wrong Social Security number, incorrect income amount, or wrong tax withholding. When this happens, they send a corrected W2, also called a W2-C. This form replaces the original and must be sent to you by March 15 of the year following the tax year in question.

If you receive a corrected W2, use the new one when you file your taxes, not the original. If you already filed using the wrong W2, you will need to file an amended return once you receive the correction. Your tax preparer or the IRS can help you with this process.

Frequently Asked Questions

Can I file my taxes before I receive my W2?

Yes. You can file using a wage and income transcript from the IRS, which shows the same income and withholding information. Call the IRS at 1-800-829-1040 to request one. You can also file an estimate and correct it later if the numbers differ from your W2.

What if my employer closed or went out of business?

Contact the IRS and request a wage and income transcript. The IRS has a record of what your employer reported, and the transcript will show your income and taxes. You can use this to file your taxes without the physical W2.

Do I need to do anything to get my W2?

No. Your employer is required to send it automatically by January 31. You do not need to request it. If you do not receive it by early February, contact your employer to confirm your mailing address is correct.

What if the numbers on my W2 are wrong?

Contact your employer when ready. They can issue a corrected W2 (W2-C) if there is an error. If you already filed your taxes and the correction arrives later, you will need to file an amended return with the correct numbers.

How long do I need to keep my W2?

Keep your W2 for at least three years in case the IRS has questions about your return. Many people keep them longer for their own records. You do not need the physical form after you file, but it is useful to have for reference.