Contact your former employer's payroll or HR department directly

Your previous employer is required by law to send you a W2 form by January 31 each year for the prior tax year. The fastest way to get one is to call or email the payroll department or human resources office at the company where you worked. Have your full name, dates of employment, and Social Security number ready when you contact them.

If the company is small, you may reach the owner or manager who handles payroll. If it's a larger organization, ask to be transferred to payroll or HR. Tell them you need a copy of your W2 for the tax year you worked there. Most companies can email or mail one to you within a few business days.

Keep a record of who you spoke with and when. If the company says they already mailed it, ask them to confirm the address they have on file and consider whether it went to an old address you no longer use.

Key Takeaways

  • Your former employer must send your W2 by January 31 of the year following the tax year you worked.
  • Call or email the payroll or HR department with your name, employment dates, and Social Security number to request a copy.
  • If your employer has closed or you cannot locate them, the IRS can help you get a transcript showing your wage information.
  • Keep copies of all W2 forms you receive, whether by mail or email, in case you need them later.

What to do if your employer will not respond

If you have tried contacting your former employer multiple times and they do not respond, or if they tell you they will not provide a W2, you have other options. The IRS can issue you a wage and income transcript, which shows the income your employer reported to them. This transcript can sometimes be used in place of a W2 for tax filing purposes, though some situations may still require the actual form.

You can request a wage and income transcript from the IRS by calling 800-908-9946, visiting IRS.gov, or mailing Form 4506-C to the IRS. The phone line is usually fastest. Have your Social Security number and the tax year you need ready. The IRS will mail the transcript to you, which typically takes 5 to 10 business days.

When your employer has gone out of business

If the company has closed or filed for bankruptcy, getting a W2 becomes more complicated but is still possible. Start by trying to find contact information for the company's former payroll service or accountant. Sometimes a successor company took over payroll records when the business closed.

If you cannot locate anyone with the records, contact your state's Department of Revenue or the IRS. The IRS maintains records of wages reported by employers, even if the employer no longer exists. A wage and income transcript will show what was reported on your behalf, and you can use that information for your tax return.

Checking if your employer reported your wages to the IRS

Before you file your taxes, you can verify whether your former employer actually reported your wages to the IRS. Create an account on IRS.gov and use the "Get Transcript" tool to view your wage and income transcript. This shows all W2 income the IRS has on record for you by employer name and amount.

If your wages appear on the transcript but you never received a W2 form, that is a sign the employer reported you but failed to send you the copy they are required to send. If your wages do not appear at all, the employer may not have reported you, which is a separate problem you will need to address with the IRS or your state tax authority.

Requesting a W2 from a company that merged or was acquired

When a company merges with another or is bought out, payroll records sometimes move to a new location or department. If you worked for a company that no longer exists under its original name, search online for the acquiring company or successor. Call their HR or payroll department and explain that you worked for the company before the merger.

Provide the name of the company as it existed when you worked there, your employment dates, and your name. The new company may have archived records and can usually locate and send you a copy of your W2. If they cannot find it, ask them for the name and contact information of the company that handled payroll at the time, or request they provide you with a letter stating they cannot locate the record.

What to do if you receive a W2 with errors

If your employer sends you a W2 but the information is wrong — incorrect name spelling, wrong Social Security number, wrong income amount, or wrong state information — contact your employer when ready and ask them to issue a corrected form. The IRS uses a form called the W2-C (Corrected W2) for this purpose.

Your employer should file the W2-C with the IRS and send you a copy. Do not file your tax return with the incorrect W2. Wait for the corrected version. If your employer refuses to correct it, you can file Form 8275 with your tax return to explain the discrepancy, but it is better to resolve it with your employer first.

Keeping records and copies for the future

Once you receive your W2, make at least two copies and store them in a safe place. Keep one copy with your tax return and other tax documents. Many people scan their W2 forms and save digital copies as well, which can be helpful if the paper copy is lost.

If you file your taxes electronically, your tax software will ask you to enter the information from your W2. Having a copy on hand makes this easier and reduces the chance of entering the wrong numbers. The IRS keeps records of reported wages for seven years, so you can always request a transcript later if you need to prove your income for a loan, rental process, or other purpose.

Frequently Asked Questions

Can I file my taxes without receiving my W2 yet?

You can file your taxes using a wage and income transcript from the IRS instead of waiting for your W2, though some tax software may require the actual W2 form. If you know your employer reported your wages (you can check the IRS transcript), you can proceed with filing. If your employer did not report you, you will need to contact them or the IRS before filing.

What if my employer says they sent the W2 but I never got it?

Ask your employer to confirm the mailing address they have on file. If it is wrong, provide your correct address and ask them to send a replacement copy. If the address is correct but you still did not receive it, ask your employer to email you a copy instead. You can also request a wage and income transcript from the IRS, which shows the same wage information.

Do I need the original W2 or will a copy work?

A copy of your W2 is fine for filing your taxes. You do not need the original form. If you are using the information to prove income for a mortgage, loan, or rental process, the organization may ask for an official copy or a wage and income transcript from the IRS instead of a photocopy.

How long do I have to request a W2 from my employer?

Your employer is required to send you a W2 by January 31 of the year following the tax year you worked. You can request a copy at any time after that, even years later. The IRS keeps wage records for at least seven years, so you can always get a transcript if you need proof of income.

What if I worked for a temp agency or staffing company?

Contact the staffing company or temp agency you worked through, not the company where you performed the work. The temp agency is your official employer and is responsible for sending your W2. Provide them with your name and the dates you worked through their agency.