How to Find a W-2 From Previous Years

A W-2 form, officially known as the Wage and Tax Statement, is a document employers are required to issue to employees and the Internal Revenue Service (IRS) each year. This form reports an employee’s annual wages and the amount of taxes withheld from their paychecks, including federal, state, and local income taxes, as well as Social Security and Medicare taxes. It serves as a comprehensive record of earnings and contributions, essential for filing accurate income tax returns and verifying income for financial applications. Losing or misplacing a W-2 from a previous year is a common occurrence, but several avenues exist for retrieving this important information.

Contacting Your Former Employer

Contacting your former employer is often the quickest way to obtain a W-2 from a previous year. Employers are generally required to issue W-2 forms to employees by January 31st each year for the preceding calendar year. If you did not receive your W-2 or have since misplaced it, reaching out to the payroll or human resources department of your former company is a logical first step.

When requesting a duplicate W-2, be prepared to provide specific identifying information. This typically includes your full legal name at the time of employment, your Social Security number, your approximate dates of employment, and your last known address while employed with the company. Employers are required by the IRS to retain employment tax records, including W-2s, for at least four years after the date the tax becomes due or is paid.

After making your request, inquire about the expected timeline for receiving the duplicate W-2. While some employers can provide a digital copy almost immediately, others may require a few business days or even a few weeks to process and mail a physical copy. If the W-2 is not received within the communicated timeframe, a polite follow-up call or email to the same department is appropriate.

Obtaining Through the IRS

If contacting your former employer proves unsuccessful, or if the employer is no longer in business, the Internal Revenue Service (IRS) offers a reliable method for obtaining your wage and income information. The primary tool for this purpose is the “wage and income transcript,” which can be requested through the IRS Get Transcript service or by submitting Form 4506-T. This transcript provides data from W-2 forms, Form 1099s, and other income documents reported to the IRS.

To access your wage and income transcript online, visit the IRS website at IRS.gov and use the “Get Transcript Online” tool. You will need to create an account and verify your identity, which typically involves providing your Social Security number, date of birth, filing status, current address, and answering personal and financial questions. Once verified, you can immediately view, print, or download your transcript, which usually becomes available within 5 to 10 calendar days.

Alternatively, you can request a wage and income transcript by mail using Form 4506-T. This form requires your name, Social Security number, current address, and the tax year for which you are requesting the transcript. The form can be downloaded from IRS.gov and mailed to the appropriate IRS address. Transcripts requested by mail typically arrive within 5 to 10 calendar days after the IRS processes the request.

A third option is to request a transcript by phone by calling the IRS automated line at 800-908-9946, which results in the transcript being mailed to your address on file. The IRS provides a transcript of the data, not an actual copy of the W-2 form itself.

Accessing Through Tax Preparers or Software

For individuals who utilized a professional tax preparer or tax preparation software in previous years, retrieving a W-2 can be a relatively straightforward process. Tax preparers and accounting firms typically maintain copies of their clients’ tax returns and all supporting documentation, including W-2 forms, for several years.

If you worked with a tax preparer, contacting their office is a sensible next step. Provide them with your name and the tax year for which you need the W-2. They should be able to provide you with a copy of your filed return, which includes the W-2 data, or a direct copy of the W-2 itself.

Similarly, if you prepared your taxes using commercial tax software, you can often log into your account on that platform. These software programs typically store digital copies of your previously filed tax returns and the associated W-2 data. Once logged in, navigate to your past tax returns section, where you should find the necessary information to reconstruct your W-2 details or print a digital copy. This method offers immediate access.