How Can I Get a Copy of My W2 If I Lost It?

A W-2 form, also known as a Wage and Tax Statement, is an important document for every employee. It details the wages earned from an employer and the federal, state, and local taxes withheld during the tax year. This information is necessary for accurately preparing and filing income tax returns with the IRS and state tax agencies.

Requesting From Your Employer

When a W-2 form goes missing, the most direct and often quickest solution is to contact your employer. Employers are legally obligated to provide W-2 forms to employees by January 31st each year, including copies if the original is lost. Before reaching out, compile personal details such as your full legal name, Social Security Number, current and any former addresses used during employment, and your specific dates of employment.

Contact the company’s human resources (HR) or payroll department. Many companies offer online employee portals or use third-party payroll services where you can download or request past W-2s. If an online option is not available, a direct email or phone call to HR or payroll is appropriate.

When contacting your employer, clearly state the tax year for which you need the W-2 copy. Employers typically retain W-2 records for several years and can provide a duplicate, either electronically or via mail. While employers are generally prohibited from charging for the initial W-2, some may charge a nominal fee for duplicate copies. Expect the copy to be delivered within a few business days to a couple of weeks, depending on the employer’s process and delivery method.

Obtaining Through the IRS

If efforts to obtain a W-2 directly from your employer are unsuccessful, such as if the company is no longer in business, the Internal Revenue Service (IRS) offers alternative methods. To request information from the IRS, you will need your full name, Social Security Number, current mailing address, the employer’s name and address, and the specific tax year for which the W-2 is needed.

One convenient option is accessing your wage and income transcript through your IRS online account. This transcript provides the federal tax information reported to the Social Security Administration (SSA) by your employer, including the data from your W-2. It typically becomes available by late May for the prior tax year, reflecting information from W-2s and other income statements. Creating an account may require identity verification using financial information, such as a loan or credit card number associated with your name.

Alternatively, you can request a wage and income transcript by mail using Form 4506-T, Request for Transcript of Tax Return. On this form, specify the tax year and check the box for “Form W-2, Form 1099 series, Form 1098 series, or Form 5498 series transcript.” The form requires your personal identifying information and the address where the transcript should be mailed. Most requests submitted via Form 4506-T are processed within 10 business days of the IRS receiving the form. This transcript will not include state or local tax information.

Accessing Through Tax Software or Preparer

Another avenue for retrieving a lost W-2 is through tax preparation software or a professional tax preparer, if you utilized their services in previous tax years. These platforms and professionals often retain copies of your filed tax documents, including W-2 forms, as part of your tax return records. Identifying the specific software or preparer you used is the first step.

If you used tax software, such as TurboTax or H&R Block, you can typically log into your account to access and download prior year tax returns. The W-2 information would be embedded within or accessible from the tax return PDF. This method provides immediate access to the necessary wage and withholding details.

For those who worked with a professional tax preparer, contacting their office is a straightforward approach. Tax preparers generally keep client records for several years and can provide you with a copy of your W-2 or the full tax return which contains the W-2 data. They may be able to provide the document electronically or mail a physical copy, often within a few business days.