How to Get W-2s From Previous Years

W-2 forms are documents for individuals, stating annual wages earned and taxes withheld. These forms are important for accurate tax filing and various financial activities, such as applying for loans, mortgages, or financial aid. While employers issue W-2s, these documents can be misplaced, lost, or never received. When this occurs, alternative methods are needed to retrieve wage information for previous years.

Contacting Former Employers

The most direct way to obtain a W-2 from a previous year is by contacting the former employer. Before reaching out, gather specific personal details to streamline the request. This includes your full name as it appeared on company records, the last four digits of your Social Security Number, the exact years of employment for which you need the W-2, and your last known mailing address. Having this information helps the employer’s human resources or payroll department locate your records efficiently.

You can contact the former employer’s payroll or human resources department. Methods include calling their main line, sending an email, or checking for an online portal. Many companies use online platforms, providing immediate access to digital W-2 copies. Employers must retain W-2 records for at least four years, making this a viable option for recent past years.

Upon successful contact, the employer may provide a digital copy through an online portal, email a PDF, or mail a physical copy. Response times vary, from a few days to a couple of weeks, depending on internal processes and record age. If the former employer is no longer in business or unresponsive, other options exist for retrieving your wage information.

Requesting Transcripts from the Internal Revenue Service

When direct employer contact is difficult or unsuccessful, the Internal Revenue Service (IRS) offers a service for obtaining wage and income information. The IRS provides a “Wage and Income Transcript,” which summarizes data reported by employers and other payers, including W-2 information. This transcript is not an exact copy of the W-2 form but contains the details needed to file or amend tax returns and verify income. This service is free of charge.

To request a wage and income transcript online, use the IRS “Get Transcript Online” tool. This process requires identity verification, involving your full name, Social Security Number, date of birth, mailing address, prior year’s filing status, and a financial account number for authentication. The IRS uses ID.me for secure online access, which may involve uploading identity documents and taking a selfie. Once identity is verified and an account created, you can view, print, or download your transcript immediately. Wage and income transcripts are available for the current tax year and up to ten prior years.

For those who prefer not to use the online service or cannot complete identity verification, transcripts can be requested via mail or fax using Form 4506-T, “Request for Transcript of Tax Return.” This form requires your personal information, the tax year(s) needed, and your signature. Once completed, mail or fax the form to the appropriate IRS address or fax number listed in the instructions. Mailed requests take about three weeks for processing, with transcripts arriving within 5 to 10 calendar days after the IRS processes the request. Processing time can extend during peak tax filing seasons.

Obtaining Wage Information from the Social Security Administration

Another resource for obtaining past wage information is the Social Security Administration (SSA), especially for verifying reported earnings over a longer period. While the SSA does not issue W-2 forms directly, it maintains records of your earnings history, which employers report annually. The information provided by the SSA, often as a “Social Security Statement” or an “Earnings Information” report, can be useful for validating past income, particularly for retirement planning or correcting discrepancies.

To access your earnings information online, create a “my Social Security” account on the SSA’s website. This free and secure account allows you to view your earnings record, benefit estimates, and other Social Security information. The setup involves providing personal details like your full name, Social Security Number, and date of birth, along with identity verification steps. Once logged in, you can review your annual earnings and verify that your employment history is accurately recorded.

For those preferring a mail-based request, Form SSA-7050, “Request for Social Security Earnings Information,” can be submitted. This form allows you to request a detailed statement of your earnings record, including periods of employment and employer names. Complete the form with your personal details, specify the years needed, and sign the request. Mail the completed form, along with any applicable fee, to the address provided on the form.

While a basic Social Security Statement is free online, a detailed or certified earnings report via mail may incur a fee. Processing times for mailed requests can be lengthy, potentially taking up to 120 days.