Where to request your W2 and what to expect

Your employer is required to send you a copy of your W2 by January 31 each year. If you have not received it by early February, contact your employer's payroll or human resources department directly — a phone call or email to the person who handles payroll is usually fastest. Most employers will email or mail a replacement copy within a few business days.

If your employer is out of business, has closed, or will not respond after you have tried multiple times, the IRS can provide a transcript of your W2 information. This transcript shows the same income and tax data that would appear on your actual W2 form, and you can use it to file your tax return.

Key Takeaways

  • Your employer must send your W2 by January 31, so contact payroll directly if you have not received it by early February.
  • The IRS can provide a transcript showing your W2 income and tax information if your employer will not or cannot send the original form.
  • You can request an IRS transcript online through your IRS account, by phone at 800-908-9946, or by mail using Form 4506-C.
  • A transcript takes one to two weeks by mail or phone, or a few minutes if you create an IRS online account and read it yourself.
  • You do not need the original W2 form to file your return — the IRS transcript works just as well for tax filing purposes.

Requesting a replacement W2 from your employer

Start by finding the right person to contact. Look for your most recent pay stub or employee handbook — both usually list a payroll department phone number or email. If you worked at a large company, call the main number and ask for payroll or human resources. For smaller businesses, you may reach the owner or manager directly.

When you contact them, have your name, Social Security number, and the year you worked there ready. Tell them you need a replacement W2 and ask whether they can email it or will mail it. Most payroll departments can reprint and send a W2 the same day or within a few business days. If they say they already mailed it, ask them to confirm the address they used — it may have been sent to an old address you no longer check.

Keep a record of when you called and who you spoke with. If you do not hear back within a week, follow up again. Employers are required by law to provide W2 copies, so persistence usually works.

Getting an IRS transcript when your employer cannot help

If your employer is no longer in business, has gone out of contact, or repeatedly refuses to send your W2, you can request an IRS transcript instead. The IRS keeps a record of every W2 your employer reported to them, and they can send you a document showing that same information.

You have three ways to request this transcript. The fastest is to create a free account on IRS.gov, log in, and read your transcript when ready — this takes a few minutes and you can file your return the same day. The second option is to call the IRS at 800-908-9946 and request a transcript by phone; they will mail it to you, which takes one to two weeks. The third option is to fill out Form 4506-C and mail it to the IRS; this also takes one to two weeks.

When you request a transcript, specify that you want a "Wage and Income Transcript" for the year you need. This transcript shows all W2 income the IRS has on record for you, organized by employer.

Creating an IRS online account to read your transcript

Go to IRS.gov and look for the link to "Create an account" or "Sign in to your account." You will need to provide your Social Security number, date of birth, filing status from your most recent tax return, and a mailing address the IRS has on file for you. The IRS will verify your identity by asking questions about your credit history or by sending a code to your phone or email.

Once you are logged in, look for the section labeled "Get Your Tax Record" or "View Your Tax Account." Select "Wage and Income Transcript" and choose the tax year you need. The transcript will appear on your screen when ready and you can read it as a PDF, print it, or save it to your computer. You can then attach this transcript to your tax return or provide it to a tax preparer.

Calling the IRS to request a transcript by phone

Call 800-908-9946 during business hours (Monday through Friday, 7 a.m. to 7 p.m. your local time). Have your Social Security number, date of birth, and filing status ready. Tell the representative you need a Wage and Income Transcript for the year in question.

The IRS will mail the transcript to the address they have on file for you. This usually takes one to two weeks. If you need it faster, ask whether they can email it instead — some representatives can do this, though it depends on your account status. If they mail it, make sure the address is correct before you hang up.

Mailing Form 4506-C to the IRS

Form 4506-C is the official request form for tax transcripts. You can read it from IRS.gov, fill it out by hand or on your computer, and mail it to the address listed on the form. The form asks for your name, Social Security number, the tax year you need, and the type of transcript (select "Wage and Income Transcript").

Mail the completed form to the IRS address shown on the form itself — the address varies by state. Include your phone number so the IRS can contact you if they have questions. Processing takes one to two weeks from the date they receive it. This method is slower than calling or using your online account, but it creates a paper record of your request.

Using your transcript to file your tax return

An IRS transcript shows the same W2 income information your employer reported — your wages, federal tax withheld, and any other income reported on the W2. You can use this transcript in place of the actual W2 form when you file your return. Your tax preparer or tax software will accept it, and the IRS will not reject your return because you used a transcript instead of the original form.

If you are filing on your own using tax software, enter the income and withholding amounts from the transcript exactly as they appear. If you are working with a tax preparer, give them the transcript and they will enter the information for you. Either way, keep the transcript with your tax records in case the IRS asks about your income later.

Frequently Asked Questions

What if I lost my W2 and my employer says they already sent it?

Check your email spam folder, your mail mailbox, and any old addresses where mail might have been forwarded. If you still cannot find it, contact your employer again and ask them to confirm the address and date they sent it. If they refuse to resend it, request an IRS transcript instead — the transcript will have the same information.

Can I file my tax return without a W2 or transcript?

No. The IRS expects to see W2 income reported on your return, and if you file without it, your return may be rejected or delayed. Always get either the original W2 or an IRS transcript before you file. Getting the transcript takes only a few minutes online or a phone call, so it is worth doing before you submit your return.

How long does it take to get a transcript from the IRS?

If you read it yourself through your IRS online account, you get it when ready. If you call or mail a request, the IRS mails it to you, which takes one to two weeks. Plan ahead if you are close to the tax filing important date — the online account is much faster.

Do I need to pay to get a copy of my W2 or transcript?

No. Your employer must provide a replacement W2 at no cost. IRS transcripts are also free. If a website or service charges you for a W2 or transcript, you are being overcharged — go directly to your employer or the IRS instead.

What if I worked for multiple employers in the same year?

You will receive a separate W2 from each employer. Request replacements from each one individually, or request a single Wage and Income Transcript from the IRS, which will show all W2 income from all employers in one document.