How to Get a Copy of an Old W2 Form

Where to request an old W2

Your employer or the payroll company that handled their payroll is your first stop. Contact the human resources or payroll department directly — by phone, email, or through your employee portal if one exists — and ask for a copy of the W2 for the specific year you need. Most employers keep W2 records for at least seven years, so even forms from a decade ago are often retrievable.

If your former employer is out of business or you cannot locate them, the IRS can provide a transcript that shows the wage and tax information that was reported on your W2. You do not need the actual W2 form itself for most purposes — a wage and income transcript from the IRS serves the same function for tax filing, mortgage applications, and loan verification.

If you need the physical W2 form rather than a transcript, and your employer cannot provide it, you can file Form 4506-C with the IRS to request a copy of the return you filed that year, which will include the W2 information. This takes about four weeks and costs a small fee per return.

Key Takeaways

Your employer's payroll or HR department is the fastest source for an old W2, and most keep records for seven years or longer.
An IRS wage and income transcript shows the same wage and tax data as a W2 and works for most purposes like loans and tax filing.
You can order an IRS transcript online through your IRS account, by phone at 800-908-9946, or by mail using Form 4506-C.
If you need the actual W2 form and your employer cannot provide it, Form 4506-C requests a copy of your filed return, which takes four weeks.

Getting a transcript from the IRS instead

An IRS wage and income transcript contains the same wage, tax withholding, and employer information that appears on your W2. For most situations — refinancing a mortgage, verifying income for a loan, or filing a tax return — a transcript works just as well as the original form.

You can order a transcript three ways: online through your IRS account at irs.gov (fastest, often when ready), by phone at 800-908-9946 (takes about two weeks), or by mail using Form 4506-C (takes about four weeks). The online method requires you to set up or log into your IRS account using your Social Security number and identity verification.

Transcripts are free. If you order by phone or mail, specify the year and type of transcript you need — the wage and income transcript is what most people request for old W2 information.

Contacting your former employer

Start with the payroll department or HR if the company still exists. If you worked there years ago and do not remember the exact department, call the main number and ask to be transferred to payroll or records. Have your full name, Social Security number, and the years you worked there ready.

If the company has been acquired or merged, the new owner may still have the old records. If the company closed, try searching for a successor company or contact the state labor department, which sometimes maintains records of dissolved businesses.

Email is often faster than calling — ask for a written confirmation that they received your request and when you can expect the form. Keep a copy of your email for your records.

When your employer no longer exists

If your former employer is completely out of business and you cannot locate a successor company, the IRS is your only source. An IRS wage and income transcript will show what was reported about your wages that year, even if you cannot get the original W2 form itself.

In rare cases where you believe your employer never filed a W2 for you at all, you can file Form 8949 (Sales of Capital Assets) or Form 1040 (U.S. Individual Income Tax Return) and attach a statement explaining that you cannot obtain the W2. The IRS will work with the information you provide. If you suspect unreported income, you can also file Form 3115 to request a change in accounting method, though this is uncommon for wage earners.

Using a transcript for loans and verification

Most lenders, landlords, and government agencies accept an IRS transcript as proof of income in place of a W2. When you provide a transcript, include a cover letter stating the year it covers and what it is being used for. Some organizations ask you to order the transcript directly to their address, which you can do when you request it — the IRS can mail it to a third party instead of to you.

If an organization insists on the actual W2 form and your employer cannot provide it, ask them whether a transcript is acceptable as an alternative. Most will agree. If they will not, explain that the employer is no longer in business and ask what documentation they can accept instead.

Timeframe and fees

Requesting directly from your employer usually takes one to two weeks if they have the form on file. An IRS transcript ordered online is often available the same day or within a few days. Phone orders take about two weeks, and mail orders take about four weeks.

There is no charge for an IRS transcript if you order it online or by phone. If you order by mail using Form 4506-C, there is a small fee per return (currently $43, though this may change). Your employer should provide copies at no cost, though some may charge a small fee for expedited requests.

Frequently Asked Questions

Can I get a W2 from more than 10 years ago?

Most employers keep records for seven years, so anything older than that may not be available from them. The IRS keeps records longer, so you can still order a transcript through the IRS for older years. Contact the IRS to confirm they have a record for the specific year you need.

What if I lost my W2 and need it for taxes this year?

You do not need the physical W2 to file your tax return. You can file using an IRS transcript or the wage information from your pay stubs. If you are missing information, contact your employer first — they can reissue it quickly. If that is not possible, order an IRS transcript online, which is often available within days.

Do I need to show ID to get a copy of my W2?

Your employer will ask for your name and Social Security number to locate your record. The IRS requires identity verification to access your account online or to process a mail request. You will not need to show physical ID, but you will need to verify your identity through their system.

Can someone else request my W2 for me?

Your employer can release your W2 to you or to someone you authorize in writing. The IRS requires the person requesting the transcript to be the taxpayer or someone with power of attorney. If you need someone else to handle it, you can sign a power of attorney form and send it with their request.

What if my employer says they never issued me a W2?

Check your IRS account or order a transcript — if you were paid as an employee, the IRS should have a record of what your employer reported. If the transcript shows wages but you never received a W2, contact your employer again with the IRS information. If your employer still refuses to issue one, you can file a complaint with the IRS using Form 13909.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.