How to Get Copies of Past W2 Forms

A Wage and Tax Statement, commonly known as a W2 form, is a document employers prepare and send to each employee and to the Social Security Administration (SSA) annually. This form reports an employee’s annual wages and the amount of taxes withheld from their paycheck for the year. Individuals frequently need copies of past W2s for various reasons, such as filing previous years’ tax returns, applying for a mortgage or other loans, or verifying income for new employment opportunities.

Obtaining W2s from Current or Former Employers

The most direct approach for obtaining a copy of a past W2 form involves contacting the employer who issued it. Begin by identifying the specific employer and the tax year for which the W2 is needed. It is helpful to have personal identifying information ready, such as your full name, Social Security Number, and the approximate dates of your employment.

Reach out to the employer’s Human Resources (HR) or payroll department, as these are the typical departments responsible for wage and tax documentation. Many employers offer convenient ways to access past W2s, including online employee portals where forms can be downloaded directly. Alternatively, employers may mail a duplicate copy, send it via email, or arrange for in-person pickup. Some employers utilize third-party payroll services, such such as ADP or Paychex, and you may need to access your W2 through an account on their respective platforms.

Requesting W2s from the Social Security Administration

The Social Security Administration (SSA) maintains records of reported earnings, which includes the information from W2 forms. This method can be particularly useful if a former employer is no longer in business or is unresponsive to requests. To initiate a request, gather your full name, current mailing address, Social Security Number, and the specific tax year or years for which you need the information.

While a “my Social Security” online account allows individuals to view their earnings records, it does not provide actual copies of W2 forms. For an official copy of your earnings information, including W2 data, you must submit Form SSA-7050-F4, titled “Request for Social Security Earnings Information.” This form requires you to specify the tax years needed and to sign it under penalty of perjury. You can obtain Form SSA-7050-F4 from the SSA website or by calling their toll-free number.

After completing the form, mail it to the address provided in the form’s instructions. A fee of around $100-$150 applies for non-certified earnings statements covering up to 10 years, and it can take approximately 4 to 6 weeks for the SSA to process and mail the requested information.

Accessing W2 Information Through the IRS

The Internal Revenue Service (IRS) offers a method to obtain wage and income information, though they do not provide physical copies of the W2 form itself. Instead, the IRS provides “wage and income transcripts,” which contain all the necessary data from your W2 and other income documents for tax filing purposes. These transcripts are generally available for the past 10 tax years.

To request a transcript, you will need your full name, Social Security Number, current mailing address, and the specific tax year(s) for which you need the information. The “Get Transcript Online” tool on the IRS website allows immediate access to these transcripts after completing a robust identity verification process. This process often involves answering personal financial questions and verifying via a text message to a phone number on file.

Alternatively, you can request transcripts by mail using Form 4506-T, “Request for Transcript of Tax Return.” This form requires you to enter your taxpayer name, Social Security Number, current address, the specific tax year(s) requested, and to indicate that you need a “Wage and Income Transcript.” The completed Form 4506-T can be mailed or faxed to the appropriate IRS address or fax number listed in the form’s instructions. Transcripts requested by mail typically arrive within 5 to 10 business days.

Retrieving W2s from Tax Software or Preparers

If you used tax preparation software in previous years, or if a professional tax preparer assisted with your filings, these sources often retain copies of your W2 forms. This method can be the fastest and most convenient way to retrieve past W2s. Many popular tax software programs, such as TurboTax, H&R Block, or TaxAct, allow users to log into their accounts.

Once logged in, you can typically navigate to an archive of past tax returns or a document storage section. From there, you can usually download or print copies of your previously submitted W2 forms. If you worked with a professional tax preparer, such as an accountant or an enrolled agent, simply contact their office directly. They generally keep records for several years and can provide you with duplicate copies of your W2s from the years they assisted you.