How to Get a W2 From a Closed Business

A W-2, or Wage and Tax Statement, is a federal tax form employers issue to employees and the Internal Revenue Service (IRS) each year. This document reports an employee’s annual wages and the amount of federal, state, and local taxes withheld from their paycheck. The information on a W-2 is fundamental for preparing and filing an accurate income tax return with the IRS, as it details taxable income and credits for taxes already paid.

While obtaining this form is usually straightforward, it becomes challenging when a former employer’s business has closed. Without direct employer assistance, individuals must find other ways to gather their wage and tax information.

Initial Attempts to Retrieve Your W-2

When your former employer’s business has closed, first try to locate any remaining contacts or records. Search for public notices about the business’s closure, which may reveal details about a successor entity or contact information for an owner or liquidator. If another company acquired the business, that entity might have assumed responsibility for past payroll records and could provide your W-2.

Many businesses use third-party payroll providers to manage employee compensation and tax filings. These providers often retain payroll records for several years, even after a business ceases operations. If you can identify which service your former employer used, contacting them directly may allow you to retrieve your W-2 or wage information. Common payroll providers include ADP, Gusto, Paychex, OnPay, and Square Payroll.

Review your personal records, such as old pay stubs, employment contracts, or benefit enrollment forms. These documents often contain the employer’s full legal name, address, and potentially their Employer Identification Number (EIN). The EIN is a nine-digit federal tax ID number assigned to businesses by the IRS. Pay stubs, for instance, detail gross pay, deductions, and year-to-date totals for earnings and taxes withheld, including federal income tax, Social Security, and Medicare.

Compile all known details about your former employer for these initial attempts and any subsequent requests to government agencies. This includes the full business name, its last known address, approximate dates of your employment, and any contact information for former owners, managers, or human resources personnel.

Requesting Your W-2 from the Social Security Administration

If direct attempts to contact your former employer or their payroll provider are unsuccessful, the Social Security Administration (SSA) is a reliable resource. Employers are required to file copies of all W-2 forms with the SSA.

To request a copy of your W-2 from the SSA, use Form SSA-7050, “Request for Social Security Earnings Information.” Submit this form online, by mail, or in person at an SSA office. The form requires personal details to verify your identity and locate your records.

You will need to provide your full name, Social Security number, date of birth, and current mailing address. You must also specify the tax year(s) for which you need the W-2. While not always required, providing the former employer’s business name and Employer Identification Number (EIN) can expedite the process, as this information helps the SSA pinpoint the correct wage records.

The SSA charges a fee for this service, which can range from approximately $25 to $100 depending on the request’s complexity. After submitting your request and payment, receiving the W-2 from the SSA typically takes 2 to 4 weeks for the document to arrive by mail.

Accessing Wage Information from the IRS

The Internal Revenue Service (IRS) also provides wage and income data. While the IRS does not provide physical copies of W-2 forms, it can furnish a “Wage and Income Transcript.” This transcript contains all the information reported on your W-2, such as your wages, federal income tax withheld, Social Security wages, and Medicare wages, which is sufficient for filing your tax return.

You can request an IRS Wage and Income Transcript through several methods. The most immediate way is online, by creating an account on the IRS website at IRS.gov/account. This service allows you to view, print, or download your transcript instantly after identity verification. Alternatively, you can request a transcript by mail using Form 4506-T, “Request for Transcript of Tax Return,” or Form 4506-T-EZ. These forms can be mailed or faxed to the IRS.

When requesting a transcript, you will need to provide personal identifying information, including your full name, Social Security number, date of birth, and the address used on your last filed tax return. You must also specify the tax year for which you are requesting the wage information.

Note the timing for transcript availability. Wage and income data reported by employers typically becomes available from the IRS by late May for the prior tax year. For example, W-2 information for wages earned in 2024 would generally be accessible through an IRS transcript by late May 2025.

Filing Your Tax Return Without a W-2

If unsuccessful attempts to obtain your W-2 or a transcript, you can still file your tax return using Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form allows you to report your wages and withheld taxes to the IRS when your employer has not provided a W-2.

On Form 4852, you will need to accurately estimate your wages and the amount of federal income tax, Social Security tax, and Medicare tax withheld. Base these estimates on your available records, such as pay stubs, bank statements showing direct deposits, or year-end earnings summaries. Pay stubs are particularly useful as they detail gross wages and various deductions, including federal and state income taxes, and contributions to Social Security and Medicare. The IRS may later verify these figures against their own records.

Even without your W-2, it is important to file your tax return by the annual deadline, typically April 15th, to avoid potential penalties for late filing. If you anticipate owing taxes and cannot file on time, consider filing Form 4868, “Application for Automatic Extension of Time to File U.S. Individual Income Tax Return.” This form grants an automatic six-month extension to file, though it does not extend the time to pay any taxes due. The IRS may follow up with you for verification or clarification of the information provided on Form 4852.