How to Get a Copy of a Past W-2 Form

A W-2 form is a document employers provide to their employees and the Internal Revenue Service (IRS) annually. It details an individual’s total wages and taxes withheld for federal, state, and local purposes during the calendar year. It is fundamental for tax returns, income verification for loans, or other financial requirements. Individuals may need a past W-2 copy if the original is lost, for forgotten tax filings, or for securing financial products.

Contacting Your Former Employer

Contacting a former employer is often the most direct and quickest method to obtain a past W-2 copy. Employers must furnish W-2 forms by January 31st each year and typically retain records for at least four years. Most employers can provide a duplicate within a few business days, especially with digital records.

Contact the company’s Human Resources or payroll department. Be prepared to provide identifying information: your full name used during employment, the last four digits of your Social Security Number, dates of employment, and last known address. This helps the employer efficiently locate your records.

Communication can occur via phone, email, or online employee portal. Many employers provide electronic access, but some may mail a physical copy. Some employers might charge a nominal fee for duplicate W-2s.

Obtaining Information from the IRS

The IRS offers two primary avenues for past W-2 information: a wage and income transcript or an actual W-2 copy. These options are useful if contacting a former employer proves difficult or unsuccessful. The IRS maintains W-2 records for the past ten years.

Wage and Income Transcripts (IRS Form 4506-T)

A wage and income transcript summarizes information reported to the IRS by employers and other payers, including W-2 data. This transcript is sufficient for most needs, such as tax preparation or loan applications, as it contains all necessary financial details. It masks some personal information to protect taxpayer privacy, but financial data remains fully visible.

To request a transcript, use Form 4506-T, “Request for Transcript of Tax Return.” When completing this form, provide your full name, Social Security Number, date of birth, the address used on the tax return for the requested year, and the specific tax year(s) needed. Ensure all information is accurate to avoid processing delays.

Transcripts can be requested in several ways. The IRS “Get Transcript Online” tool allows for immediate access and download if you create an IRS account and verify your identity. Alternatively, you can request a transcript by mail or fax using Form 4506-T, with processing taking 5 to 10 business days for delivery. A phone service is also available, resulting in mail delivery within 10 days.

W-2 Copies (IRS Form 4506)

An actual W-2 copy from the IRS is only available if the original tax return was filed on paper and the W-2 was attached. This option is reserved for specific legal or financial situations requiring the exact form. This method is slower and incurs a fee.

To request a copy, complete IRS Form 4506, “Request for Copy of Tax Return.” This form requires your full name, Social Security Number, current address, the address used on the tax return for the requested year, and the specific tax year(s). A fee of $43 applies for each tax return copy requested.

The completed Form 4506, along with payment, must be mailed to the appropriate IRS address. Processing and delivery for a physical copy is considerably longer than for a transcript, taking up to 75 calendar days after the IRS receives the request.

Requesting from the Social Security Administration

The Social Security Administration (SSA) maintains W-2 information for earnings verification and older tax years. This avenue is considered when recent W-2 forms are unavailable through employers or the IRS, especially for years prior to the IRS’s 10-year retention period. The SSA can provide W-2 information from 1978 to the present.

To obtain W-2 information from the SSA, submit Form SSA-7050-F4, “Request for Social Security Earnings Information.” This form requires your full name, Social Security Number, the name(s) used on your W-2 if different, your complete mailing address, and the specific year(s) needed.

The SSA charges a fee for W-2 information requests not related to Social Security program purposes, such as filing tax returns. The fee can be $61 for a non-certified itemized statement of earnings, or higher for certified copies. Payment can be made by check, money order, or credit card. Requests are submitted by mail, and processing can take from 15 to 30 business days or up to 120 days after the SSA receives your request.

Exploring Other Avenues

Beyond direct employer contact and federal agencies, other resources may help obtain past W-2 information. These alternative methods can provide quicker access, particularly if you have maintained personal financial records or used professional tax services.

Individuals who utilized tax preparation software, such as TurboTax or H&R Block, can access their W-2 information through their account history. Many software providers store past tax documents, including W-2s, for several years, allowing users to download or print them directly from their online accounts. This can be the fastest way to retrieve information for recent tax years.

If you have previously engaged a tax preparer or accountant, they retain copies of client tax documents for multiple years. Contacting your former tax professional can be an effective way to obtain a duplicate W-2, as they may have it readily available in their records. They can provide these copies quickly from their secure files.

Reviewing your personal records, such as old tax returns, pay stubs, or bank statements, can yield the necessary W-2 information. Many individuals keep these documents in personal files or digital archives. Even if a full W-2 is not found, a final pay stub from the relevant year contains all the year-to-date wage and withholding information needed for tax purposes.