How to Get Old Copies of Your W-2 Form

A W-2 Form, formally known as the Wage and Tax Statement, is a document employers are required to issue annually to each employee and to the Social Security Administration (SSA) and Internal Revenue Service (IRS). This form details your annual wages and the amount of federal, state, and other taxes withheld from your paychecks throughout the year. It serves as a record for filing your income tax returns, verifying your earnings and taxes paid. You might need old copies of your W-2 for various reasons, such as filing past tax returns, applying for a mortgage or other loans, or verifying income for Social Security benefits.

Obtaining W-2s from a Former Employer

Your former employer is generally the primary source for obtaining old W-2 forms. Federal regulations require employers to retain W-2s for at least four years. Some employers may keep these records longer.

Before contacting your previous employer, gather essential information: your full legal name as it appeared during employment, Social Security number, approximate years worked, and the employer’s full name and address. Your last pay stub can also be helpful, as it contains your employer’s identification number (EIN) and an estimate of wages and withholdings.

Contact the employer’s human resources (HR) or payroll department to request your W-2. Common methods include calling, emailing, or using an online employee portal. Many companies use online portals for former employees to access tax documents directly. If you have difficulty, employers might direct you to a third-party payroll service that holds your records.

Employers are obligated to provide your W-2, typically within 30 days, though processing times vary. Some may charge a small administrative fee for duplicate copies. If your former employer is unresponsive or refuses, contact the IRS for assistance.

Requesting W-2s from the Internal Revenue Service

If you cannot obtain your W-2 from a former employer, the Internal Revenue Service (IRS) is an alternative. The IRS maintains wage and income transcript data for up to ten years, including information from W-2s. This transcript provides key W-2 data, though it is not an exact copy of the form.

Before requesting from the IRS, have specific personal details ready: your Social Security number, date of birth, current mailing address, and any previous addresses used when the W-2s were issued. Specify the exact tax year or years for which you are requesting the wage and income transcript.

The fastest method is the IRS’s “Get Transcript Online” tool. Create an account on the IRS website and verify your identity, which involves providing financial account numbers (e.g., credit card, mortgage, auto loan) and a mobile phone number for a security code. Once logged in, select the “Wage and Income Transcript” for the desired tax year to view, print, or download immediately.

Alternatively, you can request a wage and income transcript by mail using Form 4506-T, Request for Transcript of Tax Return. This form can be downloaded from the IRS website.

Complete lines 1 through 4 with your identifying information and select the checkbox for “Form W-2, Form 1099 series, Form 1098 series, or Form 5498 series transcript” on line 8. Indicate the specific tax years needed on line 9. Sign and date the form before mailing or faxing it to the appropriate IRS address listed in the form’s instructions. Mail requests can take three weeks to 75 days to process.

Accessing W-2s Through Payroll Providers or Tax Preparers

Beyond direct employer or IRS requests, you may find old W-2s through third-party payroll providers or tax preparers. Many employers use companies like ADP, Paychex, or Gusto for payroll and tax documentation. Even after leaving an employer, you might create an account directly with these providers or log into an existing one to access past W-2s electronically.

Accessing these platforms often requires specific information, such as your Social Security number, a company code from your former employer, or your date of birth. While some providers, like ADP, may direct you back to your former employer for W-2 copies, others, such as Gusto and Paychex, often allow former employees direct access for several years. Check if your former employer used such a service and provided access instructions.

If you previously used a tax preparer or tax software, they might have copies of your W-2s on file. Many tax preparation services retain client documents for several years. Contact your tax preparer directly to inquire about obtaining copies. If you used online tax software, logging into your account might provide access to past tax returns, which include W-2 information. Some tax preparers may charge a fee for old documents.