Your employer must send your W2 by January 31

Your employer is required by law to mail or deliver your W2 form to you by January 31 of the year after you worked. This important date applies whether you left the job during the year or worked there the whole time. If you have not received it by early February, contact your employer's payroll or human resources department directly — they have the form and can resend it or tell you when it is coming.

The W2 shows your total wages for the year and the taxes already withheld from your paychecks. You need it to file your tax return. Your employer also sends a copy to the IRS, so the IRS knows what you earned and what was withheld.

Key Takeaways

  • Your employer must send your W2 by January 31, and you should contact them directly if you have not received it by early February.
  • If your employer goes out of business or you cannot locate them, the IRS can help you get a transcript showing your wage and withholding information.
  • You can request your W2 by phone, email, or in person — the fastest method depends on your employer's payroll setup.
  • If you worked for multiple employers in one year, you will receive a separate W2 from each one.
  • Keeping a copy of your W2 for your records is important, even after you file your return.

How to contact your employer for your W2

Start by calling or emailing your employer's payroll department. Most companies have a dedicated payroll or HR phone line. If you have your employee handbook or old pay stubs, they usually list the payroll contact. Tell them your full name, Social Security number, and the year you need the W2 for. Ask whether they can email it to you, mail it, or have you pick it up in person.

If you worked for a large company with multiple locations, you may need to contact the corporate payroll office rather than your local branch. If you no longer have contact information, try the company's main phone number and ask to be transferred to payroll or HR.

Email is often faster than mail because payroll can send it when ready. If you request it by phone, ask for a specific date when it will arrive. If your employer says they already mailed it, ask them to confirm the address they used — it may have gone to an old address you no longer check.

What to do if you cannot reach your employer

If your employer has gone out of business, closed, or you cannot locate them after a reasonable effort, you have options. You can contact the IRS at 1-800-829-1040 and request a wage and income transcript. This transcript shows the W2 information the IRS received from your employer, and you can use it to file your return if you cannot get the actual W2 form.

The IRS can also issue a Form 4506-C (Request for Transcript of Tax Record), which you fill out and mail to request official records. This takes longer than a phone call but creates a paper trail. You can also create an account on IRS.gov and view your wage transcript online without calling.

If your employer is still in business but unresponsive after you have tried multiple times, you can file a complaint with your state's labor department or the IRS. The IRS takes seriously employers who do not issue W2s on time.

If you worked for multiple employers

Each employer you worked for during the year must send you a separate W2. If you had three jobs in one year, you will receive three W2 forms. You report all of them when you file your return — the tax software or form you use will have space for multiple W2s.

Make sure you receive a W2 from every employer, even if you only worked there for a few weeks. Some employers mistakenly think they do not have to issue a W2 for short-term employees, but the law requires it for anyone who earned wages. If you are missing one, follow the same steps: contact the employer first, then the IRS if you cannot reach them.

Keeping copies and storing your W2

Keep your W2 in a safe place, either the original or a copy. You will need it to file your return, and you may need it later to prove your income for a loan, apartment process, or other purpose. Many people scan their W2s and store digital copies along with their tax return documents.

The IRS does not require you to send your W2 with your return — they already have a copy from your employer. But you should keep your own copy for at least three years in case the IRS asks questions about your return.

Frequently Asked Questions

Can I file my taxes without my W2?

You can request a wage transcript from the IRS and use that to file, but you cannot file without some proof of your income and withholding. The transcript shows what the IRS received from your employer, so it serves the same purpose as the W2 itself.

What if my W2 has the wrong information on it?

Contact your employer's payroll department when ready and ask them to issue a corrected W2, called a Form W2-C. They must send you the corrected form and also send a corrected copy to the IRS. Do not file your return until you have the correct W2.

Do I need my W2 to file my taxes by the important date?

You need your W2 information by the tax filing important date, but you can use a wage transcript from the IRS if your W2 is delayed. If you file without reporting your actual W2 information, you may owe penalties later when the IRS matches your return to your employer's W2.

What if I lost my W2 after I filed?

You can request a duplicate from your employer or get a wage transcript from the IRS. You do not need to amend your return — you already reported the income. Keep the duplicate or transcript for your records in case you need proof of income later.

Can my employer email my W2 instead of mailing it?

Yes, many employers now email W2s. Make sure the email comes from an official company address and contains your actual W2 form, not just a summary. If you are unsure, call payroll to confirm they sent it before you open any attachments.