Your employer or former employer is your first source for a W2

Your W2 form comes from the company that paid you, not from the IRS. If you still work there, ask your payroll or human resources department. If you left the job, contact the same department by phone, email, or through the company's website. Most employers mail W2s by January 31 each year for the previous tax year, but you can request a copy at any time.

When you contact your employer, have your full name, Social Security number, and the dates you worked there ready. This helps payroll find your records quickly. If the company is small or no longer in business, you may need to reach the owner or a former manager directly.

If your employer says they never received your tax information or cannot locate your file, ask them to check their records for the year you worked there. Some companies keep payroll records for seven years or longer.

Key Takeaways

  • Your former employer's payroll or HR department holds your W2 and can send you a copy by mail, email, or through an online portal.
  • W2s are mailed by January 31 each year, but you can request a copy anytime after you leave a job.
  • If your employer cannot find your W2, the IRS can help you get a transcript that shows your income for that year.
  • If you worked for multiple employers in one year, you will receive a separate W2 from each one.
  • Keeping copies of your W2s for at least three years protects you if the IRS questions your tax return.

Check your email and mail for the W2 your employer sent

Employers typically mail W2s to the address on file in their payroll system. Check your mailbox for an envelope from your former employer or their payroll service. The form arrives between January 1 and January 31. If you moved after leaving the job, the W2 may have gone to an old address.

Some employers also email W2s or post them to an employee portal. Check your email inbox and spam folder for messages from payroll. If your employer uses a payroll service like ADP, Guidepoint, or Paychex, they may have sent the W2 through that company's website instead of directly from your employer.

If you cannot find the W2 in your email or mailbox, contact your employer and ask them to resend it or confirm the address where they sent it.

Request a W2 directly from your employer if you did not receive one

Call your former employer's payroll department during business hours. Have your name, Social Security number, and employment dates ready. Ask them to email, mail, or fax you a copy of your W2. Most payroll departments can send a duplicate within a few business days.

If you cannot reach payroll by phone, try emailing the HR department or using the company's website contact form. Include your full name, the years you worked there, and your request for a W2 copy. Keep a record of when you made the request and who you contacted.

If your employer refuses to send you a W2 or says they did not file one with the IRS, you have other options. Do not wait — the sooner you report this, the sooner you can move forward.

Use the IRS transcript if your employer cannot provide a W2

The IRS keeps a record of W2 income reported by your employer. You can order a transcript that shows what your employer reported for you. This transcript is not the same as a W2 form, but it shows your wages, Social Security tax, and Medicare tax for the year.

To get an IRS transcript, go to irs.gov and select "Get Your Tax Record" under the Tools section. You can order online, by phone at 1-800-908-9946, or by mail using Form 4506-C. The online method is fastest — you can read your transcript the same day if you verify your identity through ID.me.

The transcript shows income the IRS received from your employer. If your employer never reported your wages to the IRS, the transcript will be blank for that year. In that case, you may need to file a wage complaint with your state labor department or contact the IRS directly.

Contact your state labor department if your employer will not cooperate

If your employer refuses to provide a W2 or the IRS has no record of your wages, your state labor department can investigate. Each state has a wage and hour division or similar office that handles unpaid wages and missing tax documents.

Search online for "[your state] labor department wage complaint" or "[your state] department of labor." Most states let you file a complaint online or by phone. You will need to provide your name, the employer's name and address, the dates you worked, and details about what happened.

Filing a complaint does not cost money and does not require a lawyer. The state can order your employer to provide the W2 or pay you the wages owed. This process takes weeks or months, so start early if you suspect a problem.

Keep copies of all W2s you receive for your records

Save your W2 forms in a safe place, either as paper copies or scanned PDFs. The IRS recommends keeping tax records for at least three years in case you are audited. If the IRS questions your income or taxes for a particular year, you will need the W2 to prove what you earned.

If you file taxes electronically, your tax software will ask you to enter information from your W2. Keep the form nearby when you file. If you file by mail, you may need to attach a copy of your W2 to your return, depending on your situation.

Create a folder on your computer or in your filing cabinet labeled with the tax year. Store W2s together with other income documents like 1099s, pay stubs, and receipts. This makes it easier to find what you need when you file taxes or respond to an IRS inquiry.

What to do if you worked for multiple employers in one year

Each employer you worked for during a tax year sends you a separate W2. If you had three jobs in 2023, you will receive three W2s — one from each employer. You must report income from all of them when you file your tax return.

Request W2s from each employer using the same steps: contact payroll, check your mail and email, or use the IRS transcript method. When you file taxes, enter the income from each W2 separately. Your tax software will add them together to show your total income for the year.

If one employer does not send a W2 but another one does, you still have proof of employment. Use the IRS transcript or state labor complaint process to track down the missing W2.

Frequently Asked Questions

What if I lost my W2 and need it for a mortgage or loan?

Contact your former employer and ask for a duplicate. If they cannot provide one, order an IRS transcript using Form 4506-C or through irs.gov. The transcript shows your income and can serve as proof of earnings for lenders. Some lenders accept transcripts in place of W2s.

Can I file taxes without my W2 if my employer will not send it?

You can file using an IRS transcript or your pay stubs, but it is not ideal. The IRS prefers you report the exact amounts from your W2. If you file without it and the amounts do not match what your employer reported, the IRS may contact you. Get the W2 or transcript first if possible.

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

Most payroll departments can email or fax a duplicate W2 within one to three business days. Mailed copies take five to ten business days. If your employer uses a third-party payroll service, it may take slightly longer. Call and ask for the fastest method available.

What if my employer went out of business?

Try to contact the owner or a former manager directly. If the company is completely gone, order an IRS transcript showing what was reported for you. If nothing appears on the transcript, file a wage complaint with your state labor department.

Do I need the original W2 or is a copy okay?

A copy is fine for filing taxes and most other purposes. The IRS does not require the original form. Keep both a copy and a digital version for your records.