How to Get Your W-2 Form From an Employer or the IRS

A W-2 Form, formally known as the Wage and Tax Statement, is a document employers must provide to their employees and the Internal Revenue Service (IRS) each year. This form summarizes the total wages earned and all federal, state, and local taxes withheld from an employee’s pay during the calendar year. It is a necessary document for individuals to accurately file their annual income tax returns with the IRS.

Obtaining Your W-2 Directly from Your Employer

Employers are obligated by federal law to furnish W-2 forms to their employees by January 31st each year following the close of the tax year. This deadline allows individuals sufficient time to prepare their tax returns before the typical April tax filing deadline. If you do not receive your W-2 by this date, your first step should be to check all potential delivery methods.

Many employers now provide W-2s electronically through secure online payroll portals or company-specific systems. Confirm if your employer uses such a system and how to access it, as this is often the quickest way to retrieve the form. You should also check your physical mail, including any spam or junk folders, as these forms can sometimes be misdirected or overlooked.

If the form is not available through online channels or physical mail, contact your employer’s human resources or payroll department directly. When reaching out, be prepared to provide identifying information to verify your identity and employment. This typically includes your full legal name, Social Security Number, your current mailing address, any previous addresses used during your employment, and the approximate dates of your employment for the relevant tax year.

How to Request Your W-2 from the IRS

If you have made diligent efforts to obtain your W-2 directly from your employer and have been unsuccessful, particularly if it is after February 14th, you can contact the IRS for assistance. The IRS can help secure the necessary documentation. You may contact the IRS by calling their toll-free number.

When you call the IRS, they will require specific information to process your request. You should be ready to provide your employer’s complete name, address, and phone number. If you know your employer’s Employer Identification Number (EIN), you should provide that as well. You will also need to provide your own full name, Social Security Number, current address, and the approximate dates you worked for that employer during the tax year in question.

The IRS will then contact your employer directly and request that they issue your missing W-2. They will also mail you a Form 4852, “Substitute for Form W-2, Wage and Tax Statement.” This form is used as a last resort if you still cannot obtain your W-2, allowing you to estimate your wages and withheld taxes to file your tax return. You should only use Form 4852 if all other attempts to get the actual W-2 have failed.

What to Do in Specific Situations

Employer Out of Business

When an employer goes out of business, obtaining your W-2 can be more complex. In such cases, you should follow the procedure for contacting the IRS as detailed previously. If the actual W-2 cannot be obtained from the defunct business, you will use Form 4852 to report your wages and withheld taxes based on your pay stubs or other records.

Employer Refuses to Provide W-2

If your employer refuses to provide your W-2 form, despite your direct requests, the IRS will intervene once you contact them. The IRS will communicate with the employer to compel them to issue the form. If the employer remains uncooperative after IRS intervention, you should then proceed with completing and submitting Form 4852 with your tax return.

Seeking W-2 from a Former Employer

For those seeking a W-2 from a former employer, the initial steps remain the same as for current employees. You should first attempt to contact the former employer’s human resources or payroll department using the methods outlined in the section on obtaining your W-2 directly. If these attempts are unsuccessful, you should then follow the IRS contact procedure, providing all the required information about your former employer and your employment period.