How Can You Get a Copy of an Old W-2 Form?

Old W-2 forms are often needed for various reasons, including financial applications like loans or mortgages, or to verify employment history for new job opportunities. These documents are an official record of your earnings and taxes withheld, fundamental for maintaining proper financial records and fulfilling legal obligations.

Requesting from Former Employers

Contacting a former employer is often the most direct and quickest method to obtain a copy of an old W-2 form, especially if the company is still in operation.

Before reaching out, gather the approximate start and end dates of your employment, the last known mailing address on file, and your employee identification number if you recall it. You will also need to specify the exact tax year or years for which you require the W-2.

Identify the appropriate department, typically Human Resources (HR) or Payroll. Common methods of contact include calling their main line, sending an email, or utilizing any online portals. Clearly state your full name, Social Security Number, and the tax year(s) for the requested W-2.

Employers are generally required to retain these records and provide copies upon request. Response times can vary, but most employers will process such requests within a few business days to a couple of weeks. The W-2 might be delivered via mail, a secure email, or through an online employee portal. If the former employer is no longer in business or proves difficult to reach, alternative avenues exist for retrieving your wage information.

Obtaining from the Social Security Administration

When direct contact with a former employer is not feasible, individuals can seek wage and tax statements, which include W-2 information, directly from the Social Security Administration (SSA). This process involves completing and submitting Form SSA-7050, titled “Request for Social Security Earnings Information.”

To complete Form SSA-7050, provide your full Social Security number, date of birth, place of birth, and your mother’s maiden name for verification. Specify the periods of employment for which you need the earnings information. A fee typically applies for detailed earnings, though yearly totals can sometimes be obtained without charge.

The form can be downloaded from the SSA’s website. Once completed, the form is typically submitted by mail to the SSA’s Wilkes-Barre Direct Operations Center. Processing and delivery times for the earnings information can range from several weeks to a few months. While the SSA provides earnings information rather than an exact W-2 copy, this data often serves the same purpose for various needs, including tax filing.

Getting Transcripts from the Internal Revenue Service

The Internal Revenue Service (IRS) offers another method for individuals to obtain wage information, particularly useful for tax purposes: requesting official tax transcripts. The “Wage and Income Transcript” is the specific type of transcript that contains information reported to the IRS by employers, including details from W-2 forms. This document serves as an official IRS record and is widely accepted in lieu of a physical W-2.

To request a Wage and Income Transcript, provide your Social Security number, date of birth, filing status from your last filed tax return, and the mailing address the IRS has on file for you. The IRS offers several methods for requesting transcripts. You can use the “Get Transcript Online” tool on the IRS website, which provides immediate access to your transcript if you can verify your identity.

Alternatively, transcripts can be requested by mail using Form 4506-T or Form 4506T-EZ for individual income tax returns. These forms require you to indicate the specific tax year(s) you need and can be mailed or faxed to the IRS. You can also request transcripts by phone. Mail requests typically take 5 to 10 business days for processing and delivery.

Retrieving Through Tax Software or Preparers

Using online tax software or professional tax preparers can be an efficient way to retrieve old W-2 information. Many individuals utilize popular online tax software platforms. If you used such software for the relevant tax year, your W-2 data was likely entered and stored within your account.

Identify the specific tax software you used, such as TurboTax or H&R Block. You can then log into your account on that platform. Most providers allow access to past tax returns and associated documents, including the W-2 information. Navigate to the section for previous years’ returns to find the wage and tax details.

If you worked with a professional tax preparer, such as a local accountant or a national tax service, they often retain copies of your filed tax returns, which include the W-2 forms. Contact their office directly to request a copy of your W-2 or the complete tax return for the specific year. This method is most effective for W-2s from years when you actively used these services or software for your tax filing needs.