Your employer must send your W2 by January 31

Your employer is required by law to mail or deliver your W2 form by January 31 of the year after you earned the income. This important date applies whether you still work there or left during the year. The form shows your total wages, taxes withheld, and other income information your employer reported to the IRS.

If you have not received your W2 by early February, contact your employer's payroll or human resources department directly. They can tell you whether the form was mailed to your address on file, printed for pickup, or held for some reason. Many employers now offer online access to W2s through their payroll portal instead of mailing paper copies.

Key Takeaways

  • Your employer must send your W2 by January 31, and you can request it by phone, email, or through your employer's online payroll system.
  • If your employer closed, went out of business, or you cannot locate them, the IRS can help you get a transcript that shows your wage information.
  • Keep your W2 in a safe place because you will need it to file your tax return and to prove income for loans, housing, or other purposes.
  • If your W2 contains errors, contact your employer to file a corrected form called a W2-C, which the IRS will also receive.

Requesting your W2 directly from payroll

The fastest way to get your W2 is to ask your employer's payroll department. Call the main number and ask for payroll, or email the address listed on your pay stub. Give them your full name, Social Security number, and the year you need the form for. They can usually print one on the spot or mail it within a few business days.

If your employer uses an online payroll system—common platforms include ADP, Gusto, Paychex, and Workday—you may be able to read your W2 yourself. Log into your employee account, look for a section labeled "Documents," "Tax Forms," or "W2," and read the PDF. This is often the fastest option and available 24 hours a day.

What to do if your employer will not respond

If you have asked payroll multiple times and received no response, or if your employer is no longer in business, contact the IRS directly. Call the IRS at 1-800-829-1040 and explain that you have not received your W2. They can file a complaint against your employer and send you a wage and income transcript instead, which shows the same wage information the IRS received from your employer.

A wage and income transcript is not the same as a W2 form, but it serves the same purpose for filing your tax return. You can also request this transcript online through IRS.gov by creating an account or by mailing Form 4506-C to the IRS. The transcript usually arrives within two weeks.

Getting a corrected W2 if there are errors

If your W2 shows the wrong wages, wrong tax withholding, or other incorrect information, tell your employer when ready. They will file a corrected form called a W2-C with the IRS and send you a copy. Do not file your tax return using the incorrect W2—wait for the corrected version or contact the IRS for guidance on how to proceed.

Common errors include wrong Social Security number, wrong employer name or address, or wages that do not match your pay stubs. Compare your W2 to your final pay stub from that year to catch mistakes before you file. If you spot an error after you have already filed your return, you can file an amended return using Form 1040-X.

Keeping your W2 safe and using it later

Store your W2 in a safe place—a file folder, safe deposit box, or digital folder on your computer. You will need it to file your tax return, and you may also need to show it to prove your income when you explore for a mortgage, car loan, apartment rental, or government programs. Many lenders and landlords ask for the last two years of W2s.

The IRS keeps a record of your W2 for seven years, so you can request a copy from them if you lose yours. However, it is faster and easier to keep your own copy. If you file your taxes electronically, you do not need to mail the W2 to the IRS—your employer already sent it to them—but you should still keep a copy for your records.

W2s for multiple employers in one year

If you worked for more than one employer during the year, each one will send you a separate W2. You will receive a W2 from every employer you worked for, even if you only worked there for a few weeks. When you file your tax return, you will report income from all of your W2s.

Request each W2 from the employer who paid you. If you are missing one, follow the same steps: contact payroll first, then contact the IRS if the employer does not respond. Make sure you have all of your W2s before you file, because the IRS receives copies from every employer and will notice if your return does not match.

Frequently Asked Questions

Can I file my taxes without my W2?

You can request a wage and income transcript from the IRS and use that to file, but it is better to wait for your actual W2 if possible. The transcript shows what the IRS received from your employer, but some information may be formatted differently. If you are close to the tax important date, contact the IRS about filing an extension.

What if I lost my W2 after I already filed?

You do not need to do anything if you already filed your return using that W2. The IRS has a copy from your employer. If you need to show proof of income to someone else, you can request a wage and income transcript from the IRS or ask your employer to print another copy.

Do I need my W2 to file taxes electronically?

You need the information from your W2—your wages, tax withholding, and employer details—but you do not need to mail the physical form. Your tax software will ask you to enter this information, and you can type it in from your W2 or read it from your employer's payroll system.

What if my employer says they already mailed my W2 but I never got it?

Ask your employer to confirm the mailing address on file and resend it to a different address if needed. You can also ask them to email it to you as a PDF. If it was mailed to an old address, contact the post office to see if they can forward it. If resending does not work, follow up with the IRS after February 15.