Your employer mails or emails your W2 by January 31

Your employer is required to send you a copy of your W2 form by January 31 of the year after you earned the income. Most employers mail it to your home address on file, though some now email it instead. If you worked at the company during any part of the previous calendar year, you should receive one even if you left the job months ago.

The W2 shows how much you earned and how much was withheld for federal income tax, Social Security, Medicare, and state taxes (if your state has income tax). You need this form to file your tax return, so it is worth tracking down if it does not arrive on time.

Key Takeaways

  • Your employer must send your W2 by January 31, mailed to your address on file or emailed if you opted in.
  • If you do not receive it by early February, contact your employer's payroll or HR department directly — they have your mailing address and can resend it or confirm it was sent.
  • The IRS has a tool called Get Transcript that shows your W2 information if your employer filed it but the form never reached you.
  • If your employer goes out of business or you cannot locate them, the IRS can help you reconstruct your income information for tax filing.
  • You can file your tax return without the physical W2 in hand if you have the information, but having the actual form prevents delays.

Contact your employer's payroll or HR department first

Start by calling or emailing the payroll or human resources department at the company where you worked. They have your mailing address on file and can tell you whether the W2 was already sent. If it was mailed, they can provide the date so you know whether to wait or ask them to resend it.

If you moved after leaving the job, your employer may have mailed it to an old address. Give them your current address and ask them to send a replacement copy. Most employers can reprint and mail a W2 within a few business days. If you prefer email, ask whether they can send it that way instead.

Keep the name and phone number of the person you speak with. If the W2 does not arrive within two weeks, you can follow up with them again.

Use the IRS Get Transcript tool to see your W2 information

The IRS maintains a record of every W2 your employer files with them. You can view this information using the IRS Get Transcript tool on the IRS website (irs.gov). This tool shows your wage and income information for the year you request, pulled directly from what your employer reported to the government.

To use Get Transcript, you will need to verify your identity. The IRS offers three ways: create an IRS online account, use your tax return information from a previous year, or answer security questions. Once you are logged in, you can view your transcript when ready and print or read it.

The transcript shows the same income and withholding amounts that appear on your W2, so you can use this information to file your tax return even if the physical form has not arrived. However, the IRS prefers that you have the actual W2 in hand when you file, so continue trying to get it from your employer.

Check the mail for several weeks before following up

W2 forms often arrive in the last week of January or the first week of February. If today is before February 10, wait a few more days — the form may still be in transit. Mail delivery varies by location, and some employers mail W2s in batches rather than all at once.

If you moved recently, check with your mail carrier or the post office to see whether mail forwarding is active on your account. A forwarding order can take up to two weeks to take effect, so a W2 mailed before you filed the change might go to your old address.

What to do if your employer is out of business or unreachable

If the company has closed, been acquired, or you cannot locate a working phone number, contact the IRS directly. Call the IRS at 1-800-829-1040 and explain that you cannot reach your former employer. The IRS can tell you whether they received the W2 filing and may be able to provide you with the information or direct you to where the company's records went.

In some cases, when a business closes, a successor company or the state takes over payroll records. The IRS can point you in the right direction. If your employer never filed a W2 with the IRS at all, the IRS can help you document your income using pay stubs, bank deposits, or other records you have.

File your tax return using the information you have

You do not have to wait for the physical W2 to arrive before filing your tax return. If you have the W2 information — your employer's name and tax ID, your income, and the tax amounts withheld — you can enter it into your tax software or provide it to a tax preparer. The IRS Get Transcript tool gives you all of this information in one place.

Filing on time is more important than waiting for the form. If you file and the W2 arrives later with different numbers, you can file an amended return. However, if you file late, you may owe penalties and interest on any taxes owed, even if the delay was not your fault.

Frequently Asked Questions

What if I receive a W2 but the numbers look wrong?

Contact your employer's payroll department and ask them to review the form. Common errors include wrong Social Security number, wrong income total, or wrong withholding amounts. Your employer can file a corrected W2 (called a W2-c) with the IRS and send you a corrected copy. You should then file an amended tax return if you have already filed.

Can I get a W2 from a job I had years ago?

Yes. Contact the employer directly and ask for a copy of the W2 from that year. If the company no longer exists, try the IRS Get Transcript tool for that tax year, or call the IRS at 1-800-829-1040. The IRS keeps records for at least seven years.

Do I need the original W2 or is a copy okay?

A copy is fine for filing your tax return. The IRS does not require the original form. An email copy, a printed copy from Get Transcript, or a reprint from your employer all work equally well.

What if my employer says they already mailed it but I never got it?

Ask your employer for the date it was mailed and the address it was sent to. If the address is wrong, ask them to resend it to your correct address. If the address was correct, wait another week or contact your local post office to see if mail is being held. If it still does not arrive, ask your employer to email it or provide the information over the phone so you can file on time.

Can I file my taxes without a W2?

You can file using the W2 information from Get Transcript or information your employer provides over the phone. However, filing without the form on file at the IRS can slow down your refund or trigger a notice asking you to provide it later. It is better to wait a few days or use Get Transcript than to file incomplete information.