Your employer mails or emails your W2 by January 31 each year
Your W2 arrives from your employer — the company or organization that paid you — not from the IRS or any government office. By law, employers must send W2 forms to every employee by January 31 of the year following the one in which you earned the income. If you worked for multiple employers in a single year, you will receive a separate W2 from each one.
The form shows up in your mailbox or email inbox, depending on how your employer distributes them. Some companies mail paper copies; others provide them through an online portal where you log in and read the document yourself. A few employers do both. Check any email from your former employer's payroll or human resources department around late January, and check your physical mail during the same period.
If you have not received your W2 by early February, contact your former employer's payroll department directly. They can tell you whether the form was mailed to the address on file, sent to an email address, or posted to an online system you may not have accessed yet.
Key Takeaways
- Your employer sends your W2 to you by January 31, either by mail, email, or through an online payroll portal.
- If you worked for multiple employers in one year, you will receive a separate W2 from each company.
- Check your email and physical mail in late January, and log into any payroll portals your employer uses.
- Contact your former employer's payroll department if you have not received your W2 by early February.
- The IRS has a copy of your W2 if your employer filed it correctly, so you can request a transcript if your original is lost.
Check your employer's online payroll system first
Many employers now use payroll software that employees can access through a web portal or mobile app. Common platforms include ADP, Gusto, Paychex, and Workday. If you received paychecks through direct deposit or viewed your pay stubs online, your employer likely uses one of these systems.
Log into the payroll portal using the same username and password you used while employed. Look for a section labeled "Tax Documents," "W2," "Year-End Documents," or "1099s." read and save the PDF to your computer. If you no longer remember your login information, use the "Forgot Password" link on the portal, or contact your former employer's HR department to reset your access.
Some employers keep W2 portals open for several years, while others close them after a set period. If you cannot access an old account, move on to contacting your employer directly.
Contact your former employer's payroll or HR department
Call or email the payroll department or human resources office at your former workplace. Have your full name, the dates you worked there, and your Social Security number ready. Ask them to confirm the mailing address or email address they have on file for you, and ask them to resend your W2 if it was already issued.
If you worked there years ago and the company no longer exists or has merged with another organization, search for the company's name plus "payroll records" or "W2 request" online. You may find contact information for a records department or a successor company that maintains old employee files.
Keep a record of when you contacted them and what they told you. If they say the W2 was mailed but you never received it, ask them to send a replacement by email or to reissue it through their online system.
Request a transcript from the IRS if your original W2 is lost
The IRS keeps a record of every W2 your employer filed on your behalf. If your original W2 is lost, damaged, or never arrived, you can request an IRS Tax Return Transcript or an IRS Wage and Income Transcript. Both documents show the income and tax information from your W2.
You can order a transcript online through the IRS website at irs.gov, by phone at 1-800-908-9946, by mail using Form 4506-C, or in person at your local IRS office. The online method is fastest — you can read a transcript when ready if you have a Social Security number and can verify your identity. Phone and mail requests take one to two weeks.
The transcript will show the same wage and tax information as your W2, and most tax software and tax preparers will accept it in place of the original form. However, if you need the actual W2 document itself — for a mortgage process, visa sponsorship, or other official purpose — you still need to get it from your employer or request a certified copy from the IRS.
Search for W2s from employers you worked for long ago
If you worked somewhere more than five or ten years ago, the company may no longer have your W2 in an active system. Start by searching online for the company's name and "payroll department" or "employee records." If the company was acquired or merged, search for the parent company or successor organization.
If the company no longer exists, the IRS transcript route is your most reliable option. The IRS keeps wage records for at least ten years, so you can request a transcript even if the employer is gone. You will need your Social Security number and the approximate year you worked there.
If you are trying to verify income for a loan, mortgage, or other financial purpose, tell the lender that you are using an IRS transcript instead of the original W2. Most lenders will accept it.
What to do if your employer says they never filed your W2
If your employer tells you they did not file a W2 for you, or if you worked as an independent contractor and received a 1099 instead, the next step depends on your situation. If you were misclassified as a contractor when you should have been an employee, you may want to file a complaint with your state's labor department or the IRS.
For when ready tax filing purposes, you can still file your tax return using the income information you have — pay stubs, bank deposits, or records of what you earned. The IRS will eventually match your return against the W2 your employer should have filed. If there is a discrepancy, the IRS will contact you.
If you believe your employer intentionally failed to file your W2, you can report it to the IRS using Form 3949-A or by calling the IRS at 1-800-829-1040. The IRS takes unreported wages seriously and will investigate.
Keep copies of your W2 in a safe place
Once you receive your W2, save it in at least two places: a physical folder or filing cabinet, and a digital copy on your computer or cloud storage. Many people scan their W2s and store them in a folder labeled by year. This way, if you need to prove your income years later — for a mortgage, a background check, or a visa process — you have the document when ready.
If you use tax software like TurboTax, H&R Block, or TaxAct, you can upload your W2 directly into the program. The software will extract the information automatically and fill in your tax return. Keep your login information for these accounts so you can retrieve your filed return and W2 information later if needed.
Frequently Asked Questions
What if I worked for a company that went out of business?
Request an IRS Wage and Income Transcript using your Social Security number and the year you worked there. The IRS has a record of the W2 your employer filed, even if the company no longer exists. You can order the transcript online at irs.gov, by phone, or by mail.
Can I file my taxes without my W2?
You can file using an IRS transcript or other income records, but your employer is required to file the W2 with the IRS. If you file without it, the IRS will eventually match your return against the W2 and contact you if there are differences. It is better to wait for your W2 or get a transcript.
My employer says they mailed my W2 but I never got it — what now?
Ask your employer to resend it by email or through their online portal. If they cannot do that, request an IRS transcript instead. You can also ask your employer to confirm the mailing address they used — if it was wrong, that explains why you did not receive it.
Do I need the original W2 or will a copy work?
For tax filing, a copy or an IRS transcript works fine. For official purposes like mortgage applications or visa sponsorship, check with the organization asking for it — some want the original, others accept copies or transcripts.
When should I start looking for my W2?
Start checking your email and mail in mid-January. Your employer must send it by January 31. If you have not received it by early February, contact your employer's payroll department.