How to Get W2 Forms From Previous Years

A W-2 form, officially known as the Wage and Tax Statement, is a document employers send to each employee and file with the Social Security Administration (SSA) by January 31st following the tax year. This form details total wages earned and the amount of federal, state, and local taxes withheld. It serves as a foundational document for individuals to accurately file their income tax returns. Retrieving these forms from previous years can be necessary for various reasons, including filing amended tax returns, applying for loans, or verifying income for other financial purposes.

Obtaining Your W2 from Your Employer

The most direct approach to secure a W-2 from a previous year involves contacting your former employer. Employers are generally required to retain payroll records, including W-2 forms, for a minimum of four years.

Before reaching out, gather essential information to streamline the request process. This includes your full legal name used during employment, your Social Security Number, the approximate dates of your employment, and your last known address while working for that company. Having these details ready ensures the employer can quickly locate your records.

You can typically contact the human resources or payroll department of your former employer. Many companies offer various methods for making such a request, including phone, email, or even an online employee portal. Some might charge a small fee for providing duplicate copies. Allow a reasonable amount of time for processing and delivery.

Requesting Your W2 from the IRS

If obtaining your W-2 directly from a former employer proves unsuccessful or impossible, the Internal Revenue Service (IRS) offers requesting a wage and income transcript. This transcript provides the same key information as a W-2, such as income reported and taxes withheld, but it is not an exact copy of the original W-2 form.

To request this transcript, you will need to provide your full name, Social Security Number, date of birth, current address, and any previous addresses used during the tax year(s) for which you need the information. The primary method for requesting a wage and income transcript is by completing and submitting IRS Form 4506-T, “Request for Transcript of Tax Return.” On this form, you will specifically check the box for the “Wage and Income transcript” and indicate the desired tax year(s).

You can find Form 4506-T on the IRS website and submit the completed form by mail or fax to the appropriate address or fax number listed in the form’s instructions. Alternatively, the IRS offers an online “Get Transcript Online” service. For those preferring not to use the online service, the “Get Transcript by Mail” option or calling the automated phone service at 800-908-9946 can be utilized, with transcripts typically arriving by mail within 5 to 10 calendar days.

Alternative Sources for Wage Information

When direct methods for obtaining a W-2 prove difficult, other avenues can provide essential wage information. If you utilized tax preparation software in previous years, such as TurboTax or H&R Block, you might be able to access digital copies or summaries of your past tax returns, which include W-2 details. Many software providers allow users to download prior-year returns directly from their online accounts.

Contacting the tax preparer who filed your taxes in previous years is another option. Tax professionals often retain copies of client tax returns and supporting documents, including W-2s, for several years. While they may not provide an actual W-2 form, they can furnish copies of your filed tax returns that contain the necessary wage information.

The Social Security Administration (SSA) also maintains records of reported earnings. While the SSA does not issue W-2 forms, you can request a detailed statement of your earnings history by completing Form SSA-7050-F4, “Request for Social Security Earnings Information.” This statement provides a summary of wages reported under your Social Security number for specific years, though obtaining detailed employer information or certified records may involve a fee and take up to 120 days for processing.