Your employer mails or emails your W2 by January 31 each year

Your W2 arrives from your employer, not from the IRS. By law, employers must send you a copy of your W2 by January 31 of the year after you earned the income. If you left the job partway through the year, your former employer still sends it — they report all wages paid to you during that calendar year, whether you worked there for two weeks or twelve months.

Most employers now email W2s to the address on file, though some still mail paper copies. Check your email inbox (including spam and promotions folders) first. If you worked there recently, the address they have is probably correct. If you moved and didn't update your address with them, a paper copy may have gone to an old address.

You should receive your W2 without asking for it. If January 31 has passed and you have not received one, contact your former employer's payroll or HR department directly — they can resend it or confirm they sent it and to which address.

Key Takeaways

  • Your W2 comes from your employer by January 31, not from the IRS or any government office.
  • Check your email inbox and spam folder first, since most employers email W2s now rather than mailing them.
  • If you moved after leaving the job, call payroll to confirm the address they have on file and ask them to resend to your current address.
  • The IRS has a copy of your W2 (your employer files it with them), so you can request a transcript if your original is lost.
  • You need your W2 to file taxes, but you do not need the physical form — an IRS transcript shows the same wage information.

Check the email address your employer has on file

If your W2 does not arrive by late January, the first step is to verify that your employer has your current email address. Log into your former employer's employee portal if you still have access, or call their HR or payroll department and ask them to confirm the email address in their system. If it is wrong, ask them to update it and resend your W2.

Some employers use a third-party payroll service to handle W2 distribution. If your employer uses ADP, Gusto, Paychex, or another payroll platform, the W2 may come from that service's email address rather than from your employer directly. Check your email for messages from these companies if you worked at a mid-sized or large employer.

Request a copy from your former employer's payroll department

If you have not received your W2 by early February, contact your former employer's payroll or HR department by phone or email. Have your name, Social Security number, and the dates you worked there ready. Ask them to resend your W2 to your current email address or mailing address.

Payroll departments handle hundreds of W2 requests during tax season, so expect a wait of a few business days to a week. If your employer is unresponsive or no longer in business, you have other options — but start here first, since they are the source of the document.

Use an IRS transcript if you cannot locate your original W2

If your employer cannot resend your W2 or is out of business, you can get the same wage information from the IRS. Request a wage and income transcript from the IRS website at irs.gov/transcripts or by calling 1-800-908-9946. The transcript shows your W2 wages, Social Security tax withheld, Medicare tax withheld, and federal income tax withheld — everything you need to file your taxes.

You can order a transcript online when ready if you have a Social Security number and can verify your identity through an IRS online account. By phone, you can request one and have it mailed to you, which takes about two weeks. The transcript is free and counts as proof of income for tax filing purposes.

Understand what information is on your W2

Your W2 shows your total wages for the year in Box 1, federal income tax withheld in Box 2, Social Security wages in Box 3, and Medicare wages in Box 5. It also lists any 401(k) contributions, health insurance premiums, or other deductions in boxes 12 and 14. Your employer's name, address, and tax ID appear at the top, and your name and Social Security number appear on the form.

You receive two copies: one to file with your federal tax return and one to keep for your records. Some states require a third copy for state taxes. If you worked in more than one state during the year, you may receive multiple W2s — one from each employer.

What to do if you worked multiple jobs in one year

If you had more than one job during the same calendar year, each employer sends you a separate W2. You will receive multiple forms in the mail or email, one from each employer. When you file your taxes, you report income from all W2s on the same return.

Each W2 shows only the wages and withholding from that specific employer. The IRS receives copies of all your W2s, so they can cross-check your total reported income against what employers filed. Make sure you report all W2s you receive — the IRS will notice if an employer filed a W2 for you but you did not report it on your return.

Frequently Asked Questions

Can I file my taxes without my W2?

You can file using an IRS wage and income transcript instead of your original W2 — it contains the same wage information. However, you cannot file until you have one or the other. The IRS will not process a return that is missing wage information from an employer who reported it to them.

What if my W2 shows the wrong amount or has errors?

Contact your former employer's payroll department when ready and ask them to issue a corrected W2, called a Form W2-C. They must file the correction with the IRS and send you a copy. Do not file your taxes with an incorrect W2 — wait for the corrected version if possible, or call the IRS to report the discrepancy.

How long do I need to keep my W2?

Keep your W2 for at least three years after you file your tax return, since the IRS can audit returns from up to three years back. If you claim deductions related to that income, keep it longer. You do not need to send your original W2 to the IRS — they already have a copy from your employer.

Do I need my W2 if I did not work the full year?

Yes. Your employer reports all wages paid to you during that calendar year, even if you only worked for a few weeks or months. You still need the W2 to file your taxes and report that income, and your employer still must send it by January 31.

What if I lost my W2 after I already filed my taxes?

You do not need to do anything if you already filed and reported that income correctly. Keep the IRS transcript or a copy from your employer for your records. If you need proof of income later (for a loan, apartment process, or other purpose), you can request another copy from your employer or get an IRS transcript.