How to Get a Missing W-2 to File Your Taxes

A Wage and Tax Statement, commonly known as a W-2 form, is an important document for every employee in the United States. This form reports the wages an employer paid to an employee, along with the federal, state, and other taxes withheld from wages during the calendar year. It serves as the official record for filing federal and state income tax returns.

Employers are legally required to furnish W-2 forms to their employees by January 31st of the year following the tax year. If this document is missing, it can complicate the tax filing process, but there are steps to follow to ensure your return is submitted accurately and on time.

Contacting Your Employer

If your W-2 form is missing, first contact your employer. Confirm your mailing address on file is accurate, as an address error can prevent delivery. Many employers also offer electronic W-2 access through company portals or secure email; inquire about these digital options. Before contacting them, gather your final pay stub(s) for the tax year, as these documents contain estimated wages and federal tax withholdings.

Contact your employer’s payroll or human resources department. Provide your full name, Social Security Number, and dates of employment. Request a reissued W-2 be sent to your correct address or provided electronically. Allow a week or two for the reissued form to arrive before following up.

Contacting the IRS

If your attempts to obtain the missing W-2 directly from your employer are unsuccessful, typically after mid-February, contact the Internal Revenue Service (IRS). Before contacting the IRS, have specific information ready. This includes your full name, current address, Social Security Number, and phone number. You will also need your employer’s complete name, address, phone number, and their Employer Identification Number (EIN), if known.

Also, have an estimate of your wages and federal income tax withheld, derived from your last pay stub. You can contact the IRS by calling their toll-free number at 1-800-829-1040. The IRS will contact your employer to request the missing W-2. They will also mail Form 4852, “Substitute for Form W-2, Wage and Tax Statement,” with instructions for use if the official W-2 does not arrive.

Filing Your Tax Return Without a W-2

If your W-2 remains unavailable after contacting your employer and the IRS, you can still file your federal income tax return using Form 4852. This form substitutes for the official W-2, allowing you to report wages and withheld taxes using available information. When preparing Form 4852, accurately estimate your gross wages and federal income tax withheld. Sources for these estimates include your final pay stubs, bank statements, or other employer records showing year-to-date earnings and deductions.

On Form 4852, enter your estimated income and withholding amounts, explaining how these figures were determined. Document your efforts to obtain the official W-2, including dates you contacted your employer and the IRS. Attach the completed Form 4852 to your federal income tax return, such as Form 1040, before submission. If you later receive the actual W-2 and the information differs significantly from what you reported on Form 4852, you may need to file an amended return using Form 1040-X to correct your tax information.