Do W-2s Come in the Mail? How to Get Yours

A W-2 form, or Wage and Tax Statement, is a tax document employers are required to issue annually. It reports an employee’s annual wages and the federal, state, and local income taxes withheld from their paychecks during the calendar year. This form helps individuals accurately file their income tax returns. While traditionally mailed, electronic delivery of W-2s is now common.

Receiving Your W-2 by Mail

Employers must mail W-2 forms to an employee’s last known address. The Internal Revenue Service (IRS) mandates that employers send out these forms no later than January 31st of the year following the tax year for which the wages were paid. For wages earned in 2024, the W-2 form must be postmarked by January 31, 2025.

If an employee moves without updating their address, the W-2 form will be sent to the old address on file. Employers are considered compliant if they mail the W-2 by the deadline, even if it takes a few days for the form to arrive via postal service. Employees should ensure their mailing address is current with their employer to prevent delivery delays.

Accessing Your W-2 Electronically

Many employers now offer electronic access to W-2 forms, providing a convenient and faster way to receive this document. Common methods include employer-provided online portals, secure payroll service websites, or direct email delivery. Electronic W-2s allow for quicker availability, as employees can access them immediately once they are generated, rather than waiting for postal delivery.

A significant requirement for electronic delivery is the employee’s explicit consent. The IRS permits employers to furnish W-2 forms electronically, but only if each employee provides consent, either electronically or in paper form, to receive their W-2 this way. This consent ensures employees know they will not receive a physical paper copy, though they can withdraw consent for future W-2s. Electronic W-2s also offer benefits such as easy integration with tax preparation software and the ability to access prior year forms.

What to Do If You Don’t Receive Your W-2

If you do not receive your W-2 form by mid-February, the first step is to contact your employer. Reach out to the payroll or human resources department to confirm your mailing address and inquire about the W-2’s status, including if it was sent electronically or by mail. Your employer may be able to provide a copy or guide you on how to access it through an online portal.

If your employer is unable to provide the W-2 or a copy, you can contact the IRS for assistance. The IRS recommends waiting until at least mid-February before contacting them, as forms might simply be delayed. When contacting the IRS, provide your personal information, your employer’s name and address, and the dates you worked for them. The IRS can then contact your employer to request the missing form. If you still do not receive the W-2 in time to file your tax return, you may be able to use Form 4852, Substitute for Form W-2, Wage and Tax Statement, to estimate your wages and withheld taxes.