How to Get a Copy of Your W-2s

A W-2, or Wage and Tax Statement, is an annual document employers issue, detailing an employee’s wages and withheld taxes. This form is essential for filing federal and state income tax returns, summarizing earnings and contributions to Social Security, Medicare, and other benefit programs. Individuals need a W-2 copy to report income to the IRS and state tax agencies, especially if the original is lost, never received, or an older form is needed for purposes like loan applications.

Getting Your W-2 From Your Employer

The most direct and often quickest way to obtain a copy of your W-2 is by contacting your employer. Employers are legally obligated to send W-2 forms to employees by January 31 following the tax year. Even if you have left a job, your former employer is still responsible for providing this document.

Before reaching out, gather specific information to expedite your request. This includes your full legal name as used during employment, your Social Security Number, the specific tax year(s) needed, your last known address during employment, and your dates of employment.

Contact your employer’s Human Resources or payroll department. Many employers offer secure online portals where current and former employees can access and download their W-2s electronically. If an online portal is not available, requests can be made via email or phone, with the W-2 often sent by mail. If your employer is unresponsive, a formal follow-up might be necessary to document your efforts.

Requesting a Copy From the IRS

If you are unable to obtain your W-2 directly from your employer, the Internal Revenue Service (IRS) offers alternative methods for retrieving your wage information. The IRS maintains records of W-2 information for up to ten years.

You can request a Wage and Income Transcript from the IRS, which contains the federal tax information reported by your employer. This transcript summarizes data from all information returns, including W-2s, filed under your Social Security Number for a given tax year. While it provides necessary figures for federal tax filing, it is not an exact copy of the W-2 form itself and does not include state or local tax withholding information.

To request a transcript, use Form 4506-T, “Request for Transcript of Tax Return.” This form requires your name, Social Security Number, current address, and the tax year(s) needed. Requests submitted via mail or fax are typically processed within 10 business days. You can also access your wage and income transcript instantly online through your IRS.gov account.

For an actual copy of your original W-2, you would need to order a copy of your entire tax return using Form 4506. This incurs a fee and takes longer to process.

Requesting a Copy From the Social Security Administration

For wage information, particularly for older tax years, the Social Security Administration (SSA) can provide an earnings record. This record details your reported wages. The SSA maintains comprehensive earnings histories, useful when an employer is no longer in business or older W-2s are otherwise unobtainable.

The SSA provides an earnings record or wage and income statement, not an identical copy of the W-2 form. This record displays your yearly earnings totals. Accessing your earnings record online is often the quickest method.

You can establish a “My Social Security” online account to view your yearly earnings history free of charge. For a certified or detailed earnings statement, which may include employer information, submit Form SSA-7050, “Request for Social Security Earnings Information,” by mail. Fees apply for these statements. The SSA must receive the completed Form SSA-7050 within 120 days of your signature date.