Where to request your W2 from your former employer

Your former employer is the first place to contact. Call the payroll department or human resources and ask for copies of your W2 forms. Have your full name, Social Security number, and the years you worked there ready when you call. Most employers keep W2 records for at least seven years, so even if you left several years ago, they should have them on file.

If your former employer is still in business, they can print and mail copies to you at no cost. Some employers now offer online portals where you can read your own W2s — ask if that option is available. Request the forms in writing if you prefer a paper trail; email works, but keep a copy of your message.

If the company has closed or moved, try searching for the business name online or calling directory information. If you cannot locate them, the IRS has a process to help, which is covered below.

Key Takeaways

  • Your former employer's payroll or HR department can print and mail W2 copies at no cost, and most keep records for at least seven years.
  • If your employer is out of business or unreachable, you can order a wage and income transcript from the IRS using Form 4506-C or the IRS website.
  • The IRS transcript shows your reported wages and taxes for the year but is not the same as the original W2 form your employer filed.
  • If you need the W2 urgently for a mortgage or loan, tell your lender that you have requested it from the IRS and provide them with the transcript instead while you wait.

Requesting a transcript from the IRS when your employer cannot be reached

If your former employer is closed, has moved, or will not respond, you can order a wage and income transcript from the IRS. This transcript shows the same wage and tax information that was reported on your W2, though it is not the original W2 form itself.

You have three ways to request this transcript. The fastest is online at irs.gov/transcripts. Create or log into your IRS account, select "Get Transcript Online," and choose the tax year you need. The transcript downloads when ready as a PDF. You do not need to mail anything or wait for delivery.

If you do not have an IRS online account or prefer not to create one, you can call the IRS at 1-800-908-9946 and request a transcript by phone. A representative will mail it to you, which takes about five to ten business days. You can also mail Form 4506-C to the IRS address listed on the form itself; this method takes two to four weeks.

What an IRS transcript shows and does not show

An IRS wage and income transcript contains your total wages, federal income tax withheld, and other income reported to the IRS for that year. Lenders, schools, and government programs often accept this transcript in place of the original W2 because it comes directly from the IRS and is considered official proof of your income.

However, the transcript does not include all the information on your original W2. It will not show state and local taxes withheld, employer name and address, or box-by-box detail like retirement plan contributions or dependent care benefits. If you need those specific details — for example, to file your own tax return — you still need the actual W2 from your employer.

Getting W2s from employers that have been acquired or merged

If your former employer was bought by another company or merged, the new owner may have the old payroll records. Search online for the company's current name and contact information, then call their HR or payroll department. Explain that you worked for the company under its previous name and years, and ask them to locate your W2.

If the acquiring company cannot find your records, ask for the name and contact information of the company that handled the transition or merger. Sometimes a third party manages historical payroll data. If that also leads nowhere, use the IRS transcript method described above.

Requesting W2s from a company that went bankrupt

When a company files for bankruptcy, its records may be transferred to a bankruptcy trustee or a records management company. Search online for the company name plus "bankruptcy" to find which trustee handled the case. The trustee's office can tell you where payroll records are stored and how to request them.

If you cannot locate the trustee or the records have been destroyed, the IRS transcript is your most reliable option. The IRS has a record of what your employer reported, even if the employer no longer exists.

What to do if you need the W2 urgently

If you need proof of income quickly — for a mortgage process, loan, or rental verification — contact your lender or landlord and explain that you have requested your W2 from your employer or the IRS. Provide them with the IRS transcript if you have already ordered it, or let them know the date you expect to receive it.

Most lenders and landlords will accept an IRS transcript as temporary proof while the original W2 is on the way. Some may ask you to provide the W2 once it arrives. If your employer is still in business, calling their payroll department directly and asking for expedited mailing can sometimes speed up the process.

Keeping copies of your W2s going forward

Once you receive your W2, make a copy and store it with your tax records. Many employers now send W2s electronically or offer online access to past forms. If your current employer offers this, log in and read copies of every W2 you have received from them. Save them as PDFs on your computer and back them up to cloud storage or an external drive.

Keeping your own copies means you will never have to search for them again, even if you change jobs or your employer closes.

Frequently Asked Questions

How long does it take to get a W2 from my former employer?

Most employers mail W2 copies within one to two weeks of your request. If they offer online access, you can read it when ready. If you are ordering from the IRS, the online transcript is when ready, but mailed transcripts take five to ten business days by phone or two to four weeks by mail.

Can I file my taxes without my W2 if I have ordered an IRS transcript?

An IRS transcript shows your reported income and withholding, so you can use it to file your return if you do not have the original W2. However, if your W2 contains information the transcript does not — like state taxes or specific box entries — you may need the actual form. Check with a tax preparer if you are unsure.

What if my employer says they do not have my W2 on file?

Ask them to check under different name spellings or variations of your Social Security number. If they still cannot find it, request that they contact their payroll processor or records department. If the employer genuinely has no record, the IRS transcript will show what was reported in your name, and you can use that instead.

Do I need to pay to get copies of my old W2s?

No. Your employer must provide W2 copies at no cost. The IRS also provides transcripts for free online and by phone. Some third-party services charge fees to retrieve W2s, but you do not need to use them.

Can I get W2s from a job I had more than seven years ago?

Employers are required to keep W2 records for at least seven years, so anything older than that may not be on file. However, the IRS keeps records indefinitely. Order an IRS transcript for any year you worked, and it will show what was reported to the IRS, even if your employer no longer has the original.