How to Get a Copy of an Old W2 Form

Where to request your old W2

Your employer or their payroll provider holds the copy you need. Start by contacting your former employer's human resources or payroll department directly — this is almost always the fastest route. Give them your full name, the years you worked there, and your Social Security number so they can locate your records. Most employers keep W2s on file for at least seven years and can email or mail you a copy within a few business days.

If your former employer is out of business, closed, or you cannot reach them, the IRS can help you get a transcript that shows the same wage information. You can order an IRS Wage and Income Transcript online through IRS.gov, by phone at 1-800-908-9946, or by mail using Form 4506-C. The transcript shows what the IRS received from your employer and costs nothing. Processing takes about five to ten business days if you order online or by phone, or up to two weeks by mail.

Key Takeaways

Contact your former employer's payroll or HR department first — they have your W2 on file and can send a copy in days.
If your employer no longer exists or you cannot reach them, order a Wage and Income Transcript from the IRS at no cost.
You will need your Social Security number and the tax year to request either a W2 copy or an IRS transcript.
An IRS transcript shows the same wage and tax information as your W2 and is accepted by most lenders and government programs.

What information you need to have ready

Before you contact your employer or the IRS, gather your Social Security number and the specific tax year or years you need. If you worked for the company under a different name, have that name available too. The more details you provide, the faster the payroll department can find your record.

If you are ordering from the IRS, you will also need to verify your identity. Online orders require you to answer security questions based on your credit history. Phone orders require the same verification. Mail orders using Form 4506-C need your signature and can take longer because of the mailing time.

Using an IRS transcript instead of a W2

An IRS Wage and Income Transcript contains the same information your employer reported to the IRS: your wages, federal tax withheld, and other income. Most banks, mortgage lenders, and government programs accept a transcript in place of the actual W2 form. The transcript has an official IRS seal and is considered a verified document because it comes directly from the IRS.

The main difference is that a transcript does not show state tax information if your employer withheld state taxes. If you need state tax details, you may need to contact your state's tax agency separately. However, for federal purposes — loans, tax filing, or income verification — the transcript works just as well as the original W2.

How long it takes to receive your W2 or transcript

Employer copies are usually the fastest option. Most payroll departments can email or print a copy the same day you call, or within one to three business days. Some employers charge a small fee for copies beyond the first one, though many do not.

IRS transcripts take longer. Online and phone orders process in five to ten business days. Mail orders take two to four weeks because of postal time. If you need the document urgently, ordering online or by phone is your best choice. The IRS also offers a rush option for certain situations, though this is not available for all transcript types.

What to do if your employer will not provide a copy

If your former employer refuses to send you a W2 or says they did not file one, the IRS transcript is your solution. The transcript will show what your employer actually reported to the IRS, so if they filed a W2 under your name, it will appear on the transcript. If nothing appears, that means the employer did not file a W2 for you that year.

If you believe your employer should have filed a W2 but did not, you can file Form 8949 with the IRS to report the missing income yourself. You can also contact the IRS at 1-800-829-1040 to report a missing or incorrect W2. The IRS can investigate and contact your employer on your behalf.

Requesting W2s from multiple employers

If you worked for several employers in the same year, you will need to contact each one separately for their W2. Some companies have centralized payroll services that handle records for multiple locations, so asking for the corporate payroll office can speed things up. Write down the exact dates you worked at each place so you can give accurate information when you call.

Alternatively, you can order a single IRS transcript that shows all W2 income reported to the IRS for a given year. This is often easier than tracking down multiple employers, especially if some are no longer in business. The transcript will list every employer who reported your wages that year.

Frequently Asked Questions

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

Yes. The IRS keeps records going back many years, and most employers keep W2s on file for at least seven years. Contact your former employer first, or order an IRS transcript for any year you worked. There is no time limit on how far back you can request.

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

A copy works for almost all purposes — loans, tax filing, income verification. Lenders and government programs accept copies because they can verify the information with the IRS. You only need an original in rare situations, and your employer can tell you if that applies.

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

Order an IRS Wage and Income Transcript and use that to file your tax return. The transcript contains all the wage information the IRS received from your employer. You can file your return using the transcript instead of the W2 itself.

How much does it cost to get an old W2?

IRS transcripts are free. Some employers charge a small fee for copies beyond the first one, but many provide them at no cost. Ask your former employer's payroll department about their fee policy when you request the copy.

Can I get a W2 if I was paid under the table?

No. A W2 only exists if your employer reported your wages to the IRS. If you were paid cash without a W2 being filed, there will be no record with the IRS or your employer. You would need to report that income yourself when you file taxes.

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.