Your employer must send your W2 by January 31

Your employer is required by law to mail or deliver your W2 form by January 31 of the year after you earned the income. If you worked for a company during 2024, you should receive the form by January 31, 2025. The form shows your total wages, tips, and taxes withheld — information you need to file your tax return.

Most employers send W2s by mail to the address on file. Some employers offer electronic delivery through a find portal or email. Check your employee handbook or ask your HR or payroll department which method your company uses.

If you have not received your W2 by early February, contact your employer's payroll or HR department directly. They can tell you whether the form was mailed, provide a copy, or resend it if it was lost.

Key Takeaways

  • Your employer must send your W2 by January 31 each year, mailed to your address or delivered electronically.
  • If you do not receive it by early February, call your employer's payroll department — they can print a duplicate or confirm it was sent.
  • If your employer goes out of business or you cannot reach them, the IRS can help you get a transcript of your wage information.
  • Keep your W2 with your tax records for at least three years in case the IRS asks questions about your return.

Check your mail and email first

W2s are often mailed in early January, so check your mailbox regularly through the end of January. If your employer offers electronic delivery, log into your employee portal or check the email address you provided to HR. Some companies send W2s to a personal email rather than a work email, so look in both places and check your spam folder.

If you moved during the year, your W2 may have been mailed to an old address. Contact your employer and provide your current mailing address so they can send a replacement.

Contact your employer's payroll department

Call or email your company's payroll or HR department and ask for your W2. Have your employee ID number or Social Security number ready. Tell them your current mailing address and ask whether they can email a copy or print one for you to pick up.

Most payroll departments can print a duplicate W2 the same day or within a few business days. If your company uses a payroll service like ADP or Paychex, the payroll department can contact them to retrieve your form.

If you left the job during the year, you may need to contact the HR department rather than your current manager. Ask for the payroll or HR contact information if you are not sure who to reach.

What to do if your employer will not respond

If you have tried to reach your employer multiple times and received no response, or if the company has closed or gone out of business, you have other options. You can contact the IRS directly and request a wage and income transcript, which shows the W2 information the employer reported to the government.

Call the IRS at 1-800-829-1040 or visit irs.gov to request a transcript. You will need your Social Security number and the year you want information for. The IRS can mail the transcript to you or make it available online through your IRS account. This transcript serves the same purpose as a W2 for filing your tax return.

If you believe your employer intentionally withheld your W2 or failed to report your wages, you can file a complaint with the Department of Labor or your state's labor board. These agencies investigate wage and hour violations.

Understanding what information is on your W2

Your W2 shows your gross wages (total pay before taxes), federal income tax withheld, Social Security tax withheld, Medicare tax withheld, and any other deductions. It also lists any tips you reported, employer-provided benefits, and state or local taxes withheld if applicable.

The form has boxes numbered 1 through 20. Box 1 shows your taxable wages, and boxes 2 through 6 show different types of taxes your employer took out of your paycheck. If you worked in more than one state, you may receive multiple W2s or one W2 with state information listed separately.

Compare the W2 to your final paystub from that employer. The totals should match. If they do not, contact payroll and ask them to correct it before you file your tax return.

Keeping your W2 safe

Store your W2 in a safe place with your other tax documents. You will need it to file your federal and state tax returns. Keep it for at least three years — the IRS can audit returns from the past three years, and having your W2 on hand makes it straightforward to respond if they have questions.

If you file your taxes electronically, you do not need to mail the W2 to the IRS, but you should keep the paper copy or a digital scan. If you file by mail, you may need to attach a copy of your W2 depending on your tax situation — check the instructions for the form you are filing.

Multiple W2s and corrected forms

If you worked for more than one employer during the year, you will receive a separate W2 from each one. You must report all of them when you file your tax return. Gather all your W2s before you start filing so you have the complete picture of your income.

If your employer sends you a corrected W2 (called a W2-C), it means they found an error on the original form. Use the corrected version when you file your return, not the original. Corrected W2s are usually sent in February or March if the error is discovered after January 31.

Frequently Asked Questions

What if I never received a W2 and my employer says they sent it?

Ask your employer to email you a copy or print one for you to pick up. If they mailed it, ask them to confirm the address it was sent to — if it was wrong, request they mail a new one to your correct address. Keep a record of your requests in case you need to follow up with the IRS.

Can I file my taxes without my W2?

You can request a wage and income transcript from the IRS, which contains the same wage information. You can use the transcript to file your return if you cannot get your W2 from your employer. Call 1-800-829-1040 to request one.

What if the W2 has the wrong amount of income or taxes?

Contact your employer's payroll department when ready and ask them to review the form. If an error is found, they will send you a corrected W2. Do not file your tax return until you have the correct form — filing with wrong information can cause problems with the IRS.

Do I need to keep my W2 after I file my taxes?

Yes, keep it for at least three years. The IRS can audit returns from the past three years, and your W2 is proof of the income and taxes you reported. Store it with your other tax documents in a safe place.

What if my employer went out of business?

Contact the IRS and request a wage and income transcript. The IRS has records of what your employer reported, even if the company no longer exists. You can also file a complaint with your state's labor board if you believe wages were not properly reported.