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

A W-2 Form, or Wage and Tax Statement, is a federal tax document employers issue to report an employee’s taxable wages and taxes withheld from their paycheck. This form is necessary for preparing income tax returns, applying for loans, or verifying employment history. Losing this document can be frustrating, but several options exist for obtaining a copy.

Obtaining Your W-2 from a Former Employer

When you need an old W-2 form, your former employer is often the most direct source. Employers are legally required to furnish W-2 forms to employees by January 31st each year and typically retain these records for at least four years, though some may keep them longer.

First, identify the specific tax year needed and gather personal identifiers like your full legal name, Social Security Number, and approximate employment dates. Contact the human resources or payroll department of your former employer.

Many companies have established procedures for former employees to request tax documents, often involving a dedicated phone line, email, or online portal. Provide all necessary personal information to facilitate a quick retrieval. Some employers may charge a small administrative fee for duplicate copies.

Requesting Your W-2 from the Internal Revenue Service

If contacting your former employer is unsuccessful, the Internal Revenue Service (IRS) can provide a Wage and Income Transcript, which contains your W-2 information. This transcript is an official summary of the data reported to the IRS, rather than an exact copy of the original W-2 form itself. The IRS generally retains W-2 information for up to 10 years, making this a reliable option for older records.

To request this transcript, complete IRS Form 4506-T, “Request for Transcript of Tax Return.” Fill out your personal information accurately, including your name as it appeared on the tax return (and spouse’s name if applicable), your Social Security Number (or ITIN), and your current mailing address. If your address has changed since the tax year requested, include your previous address on Line 4 of the form.

On Line 6 of Form 4506-T, specify the type of transcript requested; for W-2 information, check the box for “Wage and Income Transcript.” On Line 9, enter the ending date (December 31st) for each specific tax period needed. You can request up to four years on a single form, but if more are needed, you must submit additional Form 4506-T documents.

Sign and date the form, and check the box in the signature area affirming your authority to request the information. An unchecked box will result in the IRS returning your request unprocessed.

Once Form 4506-T is completed, submit it to the IRS via mail or fax. The correct mailing or fax address depends on the state of residence when the tax return was filed. Find the specific address or fax number on the IRS website or in the form’s instructions. After submission, expect the transcript by mail within 5 to 10 calendar days, though processing can extend to three weeks during peak periods.

Alternative Methods for Obtaining Earnings Information

Beyond employer contact and IRS transcripts, other avenues exist for retrieving earnings data. If a tax professional prepared your past tax returns, they often retain copies of client documents, including W-2 forms, for several years. Contacting your former tax preparer can be a quick way to obtain the information, especially if you have a long-standing relationship.

The Social Security Administration (SSA) maintains a record of your annual earnings, reported by employers. While the SSA does not provide copies of W-2 forms, you can request a Social Security Statement or an Itemized Statement of Earnings. This statement details your reported wages and self-employment income throughout your career.

Access this information online through your “my Social Security” account or by submitting Form SSA-7050, Request for Social Security Earnings Information, by mail. A fee may apply for a certified itemized statement, but yearly earnings totals are often free. This record may serve as suitable documentation for various purposes, even if not an exact W-2 copy.