How to Get a Duplicate W-2 Form From an Employer or IRS

A W-2 Form, also known as the Wage and Tax Statement, is a document employers must provide to employees and the Social Security Administration (SSA) annually. This form reports an employee’s annual wages and the amount of taxes withheld from their paychecks for federal, state, and local income taxes, as well as Social Security and Medicare taxes. It is a document for filing individual income tax returns, verifying income and providing figures for calculating tax obligations or refunds. Individuals commonly need a duplicate W-2 if the original was lost, never received by the deadline, or damaged.

Requesting from Your Employer

The primary way to obtain a duplicate W-2 form is by contacting your former or current employer. Employers are required to issue W-2 forms by January 31st each year for the preceding calendar year. If you have not received your W-2 by mid-February, or if you have misplaced it, your employer’s payroll or human resources department should be your first point of contact.

When reaching out, be prepared to provide identifying information to verify your identity and employment records. This includes your full legal name, Social Security Number, the last known address on file, and the specific tax year or years for which you need the W-2. Employers may offer various delivery options, such as mailing a physical copy, providing access through an online employee portal, or allowing for an in-person pickup. The time it takes to receive a duplicate can vary, but many employers can fulfill such requests within a few business days to a couple of weeks. If your former employer is no longer in business, or if they are unresponsive to your request, alternative methods for obtaining your wage and income information become necessary.

Requesting from the IRS

When an employer cannot or will not provide a duplicate W-2, or if the information on the form is incorrect, you can request a wage and income transcript directly from the Internal Revenue Service (IRS). This transcript provides detailed information from forms like the W-2, Form 1099, and others. The IRS offers several methods to obtain this transcript.

The fastest way to get your wage and income transcript is through the IRS “Get Transcript Online” tool, available on the IRS website. To use this service, you must first register for an IRS account, which involves an identity verification process. After successful registration, you can instantly view, print, or download your transcript.

An alternative is to request the transcript by mail using Form 4506-T. Download this form from the IRS website, then complete it with your name, Social Security Number, current address, and the specific tax year for which you need the transcript. Mail the completed form to the IRS address listed in the form’s instructions. Processing and delivery of mailed transcripts take 5 to 10 calendar days.

You can also request a transcript by calling the IRS toll-free assistance line at 1-800-829-1040. During the call, you will need to verify your identity, and the transcript will then be mailed to your address on file.

Accessing Through Prior Tax Filings

Beyond contacting your employer or the IRS, you may be able to retrieve your W-2 information through records from prior tax filings. If you used commercial tax preparation software, such as TurboTax, H&R Block, or TaxAct, to file your taxes in previous years, your W-2 data is often saved within your account or the software’s files. These programs import W-2 information directly, and this data is part of your saved tax return record, which you can access by logging into your online account or opening the saved tax file on your computer.

Similarly, if you engaged a professional tax preparer, such as a Certified Public Accountant (CPA) or an Enrolled Agent, they retain copies of all documents used to complete your tax return. Contacting your tax preparer can be an efficient way to obtain a copy, as they often maintain detailed client records and can quickly provide the necessary documents. While some state tax agencies may also have copies of W-2 information, accessing it through state channels is less common or slower compared to directly contacting your employer, the IRS, or your tax software/preparer.