How to Get a Copy of an Old W-2 Form

A W-2 form, officially known as the Wage and Tax Statement, is a document employers in the United States must issue to each employee and file with the Social Security Administration (SSA) annually. This form details total wages paid and federal, state, and local taxes withheld. Employees use W-2 information to file individual income tax returns, typically Form 1040, and for tracking earnings for Social Security and Medicare benefits.

Individuals may need an old W-2 form for various reasons, such as filing past-due tax returns, amending a previously filed return, applying for a loan, or verifying income. Employers are mandated to send W-2s by January 31st each year, but forms can be lost or not received. Fortunately, several avenues exist to obtain copies or the wage information from old W-2 forms.

Obtaining from Your Employer

Contacting your former or current employer is often the most direct way to obtain an old W-2 form. Employers are required to keep employment tax records, including W-2s, for at least four years. Many retain these records longer or use payroll service providers who keep digital archives.

Before reaching out, prepare essential information. This includes your full legal name, Social Security Number, approximate years of employment, and any last known addresses used during those periods. Contact the employer’s Human Resources or Payroll department directly, stating the tax year(s) needed.

Employers are legally obligated to provide W-2s to current and former employees. While some employers fulfill requests immediately, others might take a few days or weeks. Some may charge a nominal fee for reissuing old W-2s. If your employer is unresponsive or unwilling to provide the form, you can contact the Internal Revenue Service (IRS) for assistance; they can reach out to the employer on your behalf.

Requesting from the Internal Revenue Service

The Internal Revenue Service (IRS) is a reliable source for obtaining past wage information, especially if contacting your employer is not feasible. The IRS can provide a Wage and Income Transcript, which contains data from information returns like Forms W-2, 1099, 1098, and 5498. For an exact copy of a previously filed tax return, including attached W-2s, you would request a copy of the tax return itself.

To request information from the IRS, you will need your full name, Social Security Number, date of birth, current mailing address, and any previous mailing addresses. Providing accurate information ensures the IRS can locate your records and process your request without delays.

For a Wage and Income Transcript, use Form 4506-T, “Request for Transcript of Tax Return.” This transcript is a printout of line-by-line data submitted to the IRS and is available for the current tax year and up to 10 prior years. Form 4506-T requests are free. If you need an exact photocopy of your original tax return, including the W-2, use Form 4506, “Request for Copy of Tax Return.” Requesting a copy via Form 4506 incurs a fee, typically $43 per tax period.

When completing Form 4506-T for W-2 information, fill in your personal details, addresses, and select the “Wage and Income Transcript” box. Specify the tax year(s) needed. For Form 4506, provide your personal information and specify the tax year(s) for the full return copy. Both forms require your signature.

You can submit Form 4506-T or Form 4506 by mail or fax to the appropriate IRS address or fax number listed in the form’s instructions, which varies by state. The IRS also offers an online “Get Transcript” service for immediate access to certain transcripts if you can verify your identity. Processing times vary; Form 4506-T transcripts arrive within two to three weeks, while Form 4506 copies can take up to 75 days.

Accessing Wage Information from the Social Security Administration

The Social Security Administration (SSA) maintains a record of your earnings history, including information reported on W-2 forms. While the SSA does not provide actual W-2 copies, they can furnish a “wage and earnings statement” or an “itemized statement of earnings.” This document details your reported wages and self-employment income over your working life, which is important for verifying your Social Security earnings record and determining benefit amounts.

To obtain wage information from the SSA, you will need your name, Social Security Number, date of birth, and the specific years of earnings you wish to retrieve. The most convenient method is to create or log in to a “My Social Security” account online to view your earnings record instantly.

Alternatively, you can request a statement of earnings by mail using Form SSA-7050-F4, “Request for Social Security Earnings Information.” This form requires you to specify the years needed and your mailing address. While a basic earnings statement is often free, there may be fees for more detailed or certified itemized statements, typically ranging from $61 for a non-certified itemized statement to $96 for a certified one.

Processing time for mailed requests can take up to 120 days. Earnings records are updated after the tax year closes and W-2 forms are processed, so recent earnings might not appear immediately. The document provides a summary of your reported wages and may be sufficient for income verification, even if it is not an exact W-2 form.

Using Other Retrieval Options

Beyond direct employer contact, the IRS, and the SSA, other avenues can help you retrieve information from old W-2 forms. These options can serve as useful supplementary resources, especially if the primary methods present challenges.

If you utilized a tax preparer, such as a certified public accountant (CPA) or a tax preparation service, for the tax year in question, they often retain copies of your tax returns and supporting documents, including W-2s. Reaching out to your tax professional can provide a quick way to obtain a duplicate. Similarly, if you used tax preparation software or an online tax service, you might access digital copies of past tax returns and associated W-2s by logging into your account. Many platforms allow users to download or print previous years’ returns directly.

In certain situations, if you submitted your W-2 form as part of a loan application, such as for a mortgage, car loan, or student loan, the financial institution might have a copy on file. While not obligated to provide a copy, some lenders may assist with a request. This can be an effective option, particularly for recent tax years.