Your employer must send you a W2 by January 31 each year

Your employer is legally required to mail or deliver your W2 form by January 31 of the year following the one you worked. You do not have to request it — your employer should send it to the address they have on file for you without you asking. If you have moved, update your address with your employer's payroll or human resources department as soon as possible so the form reaches you.

The W2 shows your total wages for the year and the taxes withheld from your paychecks. You need it to file your tax return. Your employer keeps a copy, sends one to the IRS, and sends one to your state tax authority if your state has income tax. You receive a copy to file with your federal return.

Key Takeaways

  • Your employer must send your W2 to you by January 31, and you should receive it without having to ask.
  • If you do not receive it by early February, contact your employer's payroll department directly with your name, Social Security number, and dates of employment.
  • If your employer will not provide it or has gone out of business, you can request a wage and income transcript from the IRS, which shows what they reported about your earnings.
  • You can also call the IRS at 1-800-829-1040 to report a missing W2 and ask about next steps.
  • Keep your W2 with your tax records for at least three years in case the IRS has questions about your return.

What to do if your W2 has not arrived by early February

If January 31 has passed and you have not received your W2, start by contacting your employer's payroll or human resources department. Have your Social Security number, full name, and the dates you worked ready when you call. Ask them to confirm they have your current mailing address and to resend the form or tell you when it was mailed.

Many W2s arrive in early February even if they are mailed on time, so waiting until the first week of February before contacting your employer is reasonable. If your employer says they already mailed it and you still do not have it after another week, ask them to send a duplicate copy or provide it electronically if they offer that option.

Getting a W2 from an employer who is unresponsive or out of business

If your employer will not respond or has closed down, you have another option: request a wage and income transcript from the IRS. This document shows what your employer reported to the IRS about your wages and taxes withheld. You can use it to file your tax return if you cannot get the actual W2.

To request a transcript, go to irs.gov and use the "Get Transcript" tool, or call the IRS at 1-800-829-1040. You can also mail Form 4506-C to the IRS address listed on the form. The transcript usually arrives within two weeks if you request it online or by phone, and within 30 days if you mail the form. You will need to verify your identity, which the IRS does by asking questions about your tax history or by sending a code to your address on file.

Correcting errors on your W2

If you receive your W2 and notice an error — your name is spelled wrong, your Social Security number is incorrect, or the wage or tax amounts are wrong — contact your employer when ready. Ask them to issue a corrected W2, which is called a W2-c (W2 corrected). Your employer must send the corrected form to you and to the IRS.

Do not file your tax return with the incorrect W2. Wait for the corrected version if the error is significant, such as a wrong Social Security number or a major difference in wages. If the error is small and you are confident about the correct amount, you can note the discrepancy when you file and attach a statement explaining it, but correcting it with your employer first is simpler.

Using your W2 to file your tax return

When you file your federal tax return, you will enter the information from your W2 into the tax form or software you use. The main numbers you need are your total wages (Box 1), federal income tax withheld (Box 2), Social Security wages (Box 3), and Medicare wages (Box 5). If you worked in a state with income tax, your state W2 information appears in Boxes 19 and 20.

Keep your W2 with your tax records after you file. The IRS can audit returns for up to three years after you file, and sometimes longer if they suspect an error. Having your W2 on hand makes it straightforward to answer questions if the IRS contacts you.

Multiple W2s if you worked for more than one employer

If you worked for two or more employers during the same year, each one will send you a separate W2. You must report all of them when you file your tax return. Add up the wages and taxes from each W2 to get your total income for the year.

Make sure you receive a W2 from every employer you worked for, even if you only worked there for a short time. Some employers mistakenly think they do not have to send a W2 if an employee worked for less than a certain period, but that is not true — if you earned any wages, you should receive a W2.

Frequently Asked Questions

Can I file my tax return before I receive my W2?

You can file early if you have other income to report, but you cannot complete your federal return without your W2 information. Most people wait until they have all their W2s in hand. If you file before receiving a W2 and later find an error, you can file an amended return.

What if I lost my W2 after I received it?

Contact your employer and ask for a duplicate copy. They are required to provide one. If your employer will not, you can request a wage and income transcript from the IRS using the same process described above for missing W2s.

Do I need my W2 if I file electronically?

Yes. Even if you file online using tax software, you must enter the information from your W2 into the forms. You do not mail the W2 itself, but you need the numbers from it to complete your return accurately.

What if my W2 shows the wrong amount of taxes withheld?

If the tax amount is wrong, ask your employer to issue a corrected W2-c. If you file with the incorrect amount and overpaid taxes, you will receive a refund when the IRS processes your return. If you underpaid, you will owe the difference.

Can I get my W2 before January 31?

Employers are not required to send W2s before January 31, so most do not. If you need your wage information before then, ask your employer for a pay stub or earnings statement, which shows year-to-date totals and can help you estimate your tax liability.