How to Get a Copy of Last Year’s W2 Form

A W2 form, the Wage and Tax Statement, is a tax document employers provide to their employees and the Internal Revenue Service (IRS) annually. This form details wages earned and federal, state, and local taxes withheld during the tax year. W2 information is essential for accurately preparing and filing income tax returns. Individuals often need a copy of a previous year’s W2 if the original was misplaced, never received, or for income verification when applying for a new job or loan.

Contacting Your Former Employer

Contacting your former employer is often the quickest way to obtain a lost W2 form. Employers are legally obligated to provide W2 forms to employees by January 31st of the following tax year and file a copy with the Social Security Administration (SSA) by the same deadline.

Identify the appropriate department, such as Payroll or Human Resources. Many companies offer online employee portals to access and print W2s directly. Be prepared to provide:
Your full legal name
Social Security Number
Last known address
The specific tax year for which you need the W2
Your employee ID (if readily available)
Employers are generally required to retain tax records, including W2 forms, for at least four years. Receiving a replacement W2 from an employer is often a quick process, typically within a few business days or weeks.

Accessing IRS Tax Transcripts

If contacting a former employer is not feasible, such as when a company is no longer in business, the IRS offers official channels to retrieve your W2 information. The IRS receives copies of all W2s filed by employers, and you can request a “Wage and Income Transcript” from them. This transcript provides the federal tax information reported to the SSA by your employer.

One convenient method is using the IRS’s “Get Transcript Online” tool. To use this service, you will need:
A readily available email address
Your Social Security number
Your filing status and address from your last-filed tax return
A personal account number from a credit card, home mortgage, home equity loan, or car loan for identity verification
You will also need a mobile device capable of receiving text messages to receive a security code for instant access. If you e-filed your tax return, your transcript may be available within 2-3 weeks.

Alternatively, you can request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” This form allows you to request various transcript types, including the Wage and Income Transcript, for up to 10 prior years. Complete the form with your personal details and the specific tax year(s) needed, then mail or fax it to the IRS. Most mail requests for transcripts are processed within 5 to 10 calendar days. For those who prefer phone communication, you can call the IRS automated phone transcript service at 800-908-9946. You will need to follow the prompts to enter your Social Security Number and the street address from your latest tax return. Transcripts requested by phone are also typically mailed within 5 to 10 days.

Exploring Other Avenues

Beyond direct employer contact and IRS transcripts, other avenues can help you obtain W2 information. Many employers use third-party payroll services, such as ADP or Paychex, which often provide secure online portals to access current and past W2 forms. You can log in to these portals directly or follow their procedures for recovering forgotten credentials. This can be an efficient way to retrieve your document if your former employer used such a service.

If you used tax preparation software or a professional tax preparer in previous years, your W2 information would likely have been imported or manually entered into their systems. Tax software often allows users to access prior year tax returns, which contain the W2 data. Similarly, your tax professional may be able to provide you with a copy of your prior year’s tax return, which includes the W2 details. This method is particularly useful if you consistently used the same software or preparer.

While not a substitute for the actual W2, reviewing old bank statements can sometimes offer limited insight. Direct deposit entries might confirm the employer’s name and the approximate amount of wages received. However, this information is insufficient for tax filing purposes and does not detail tax withholdings or other required W2 data.