Your employer must send you a W2 by January 31 each year
Your employer is required by law to mail or deliver a copy of your W2 form to you by January 31 of the year after you earned the income. This is the standard important date, and it applies whether you left the job during the year or worked there the whole time. The form shows your total wages, taxes withheld, and other income details the IRS needs to match against your tax return.
If you have not received your W2 by early February, the next step depends on whether your employer is still in business and whether you can contact them. Many W2s arrive in the mail in late January or early February, so a delay of a few days is normal. But if you are close to the tax filing important date and still waiting, you have options to move forward.
Key Takeaways
- Your employer must send your W2 by January 31, and you can check the IRS website to see if they filed it electronically even if you have not received your copy yet.
- If your employer closed, went out of business, or you cannot reach them, the IRS can issue you a Transcript of Account that shows your wage income for the year.
- You can file your tax return using a W2 transcript from the IRS instead of waiting for the original form from your employer.
- If your employer filed a wrong W2, you can ask them to issue a corrected form (called a Form W2-c), or the IRS can help you correct it on your return.
Check with your employer first
Call or email your former employer's payroll or human resources department and ask them to send your W2 or confirm they mailed it. Provide your current mailing address and ask for the date they sent it. Many employers batch-mail W2s in late January, so yours may be in transit.
If you worked at a large company, you may be able to log into an employee portal or payroll system to view or read your W2 electronically. Some employers offer this option before they mail the paper copy. Check any emails from your employer's payroll system or ask the HR department whether this is available.
If your employer is unresponsive or you believe they will not send the form, move to the next step. Do not wait until April 15 to take action.
Request a W2 transcript from the IRS
The IRS keeps a record of every W2 your employer files with them. You can request a Transcript of Account or a W2 Transcript directly from the IRS, which shows the wage income reported for you. This transcript is not the same as the original W2 form, but it contains the same wage and tax information and is accepted by the IRS for filing purposes.
You can order a transcript online, by phone, or by mail:
- Online: Go to IRS.gov and use the "Get Transcript" tool. You will need to verify your identity using either a tax return from a prior year or other personal information. This is the fastest method and you can read the transcript when ready.
- By phone: Call the IRS at 1-800-908-9946 and request a W2 transcript. Have your Social Security number and tax return information ready. The IRS will mail it to you, which takes 5 to 10 business days.
- By mail: Complete Form 4506-C and mail it to the IRS address for your state. This method takes 2 to 4 weeks. You can find the form and mailing address on IRS.gov.
The transcript will show the wages, federal tax withheld, and other income your employer reported. If the information is correct, you can use this transcript to file your return instead of the original W2.
What to do if your employer filed the wrong W2
If you received your W2 but the wages, tax withholding, or other information is incorrect, contact your employer when ready and ask them to issue a corrected W2, called a Form W2-c. Your employer has until January 31 of the following year to file the corrected form with the IRS, though they should send it to you as soon as they discover the error.
If your employer refuses to correct the W2 or is no longer in business, you can still file your tax return. Report the correct income on your return and attach a statement explaining the discrepancy. The IRS will compare your return to the W2 your employer filed, and if there is a difference, they will contact you. Having documentation of the error (pay stubs, emails from your employer, or a letter explaining what happened) will help you resolve any questions.
If your employer is out of business
If your employer closed, went bankrupt, or you cannot locate them, you cannot get a W2 directly from them. In this case, request a W2 transcript from the IRS using the methods above. The IRS will have a record of the W2 if your employer filed it before closing.
If the IRS has no record of a W2 for you, you will need to file your return based on other documentation you have, such as pay stubs or bank records showing deposits. You can also contact your state's labor department or unemployment office, which may have wage records on file. When you file, explain in writing that your employer is no longer in business and attach copies of any pay stubs or other proof of income you have.
Timeline for getting your W2 before tax day
The tax filing important date is typically April 15. Here is how long each method takes:
| Method | Time to receive | Best for |
|---|---|---|
| Employer mails original W2 | By January 31 (or shortly after) | Standard situation; employer is responsive |
| IRS online transcript | when ready read | Urgent need; employer not responding |
| IRS phone transcript | 5 to 10 business days by mail | Need it within a few weeks |
| IRS mail request (Form 4506-C) | 2 to 4 weeks | No rush; prefer paper copy |
If you are filing close to April 15 and do not have your W2, use the IRS online transcript tool. It is the fastest way to get the information you need to file on time.
Frequently Asked Questions
Can I file my tax return without my W2?
You can file using a W2 transcript from the IRS instead of the original form. The transcript contains the same wage and tax information. If you do not have either, you can file based on pay stubs or other income records, but the IRS may contact you later to verify the amounts.
What if the IRS has no record of my W2?
This is rare but can happen if your employer did not file the W2 with the IRS. Contact your employer again and ask them to file it when ready. If they refuse or are out of business, file your return with the income information from your pay stubs and explain the situation in writing. The IRS will investigate if needed.
Do I need the original W2 form or can I use a copy?
A copy of your W2 is acceptable for filing purposes. Many people file using printed copies or digital versions. The IRS transcript is also acceptable and serves the same purpose as the original form.
How do I know if my employer filed my W2 with the IRS?
You can check the IRS website using the "Get Transcript" tool. If your employer filed the W2 electronically, it will show up in your IRS records even if you have not received the paper copy yet. This tells you the information is on file and you can proceed with filing.
What if I worked for multiple employers?
You will receive a separate W2 from each employer. Request transcripts from the IRS for any W2s you do not receive. When you file, you will report income from all W2s on your return.