How to Request a Copy of Your W-2 Form

A W-2 form, or Wage and Tax Statement, reports an employee’s annual wages and taxes withheld, including federal, state, Social Security, and Medicare taxes. This document is essential for filing income tax returns with the Internal Revenue Service (IRS) and for various financial applications, such as securing a loan or completing financial aid forms. Individuals typically need a copy if the original was lost, never received, or simply misplaced after initial receipt.

Contacting Your Employer

The quickest method to obtain a W-2 copy is to contact your employer directly. Provide your full legal name, Social Security Number, employee identification number (if known), and the specific tax year needed.

Many companies have a Human Resources or Payroll department that handles W-2 inquiries. You can often reach these departments by phone, email, or through an internal company portal. These portals frequently allow current employees to download or print W-2 forms from a secure online environment, sometimes for multiple past years.

If you are no longer employed, contact your former employer’s HR or payroll department. Provide the same identifying information and the tax year from your employment period. Allow a reasonable timeframe for them to process your request, as this can vary based on employer policies. Some employers might charge a small administrative fee for duplicate W-2 copies, typically ranging from a few dollars to twenty-five dollars, to cover processing and mailing costs. If an employer is unresponsive or out of business, explore alternative methods.

Using Prior Tax Filings or Preparers

You can also retrieve W-2 information from your past tax filings or by contacting the professional who prepared your taxes. Begin by identifying the tax software you used for the relevant year or the specific tax preparer you consulted.

If you used tax preparation software like TurboTax, H&R Block, or FreeTaxUSA, log into your account. You can access past tax returns directly through your account, where your W-2 information is embedded within the filed return. You can then print or download the entire return, which includes the W-2 details.

If you engaged a tax preparer, such as an accountant or an enrolled agent, contact their office to request a copy of your filed return. They will need your full name and the specific tax year to locate your records. Many preparers retain client records for several years and may charge a fee for retrieving and providing copies of past returns or individual forms like a W-2.

Requesting Information from the IRS

If other options are unsuccessful, request your W-2 information directly from the Internal Revenue Service (IRS). The IRS provides a “Wage and Income Transcript,” which includes all W-2 information and other income documents like Forms 1099. To request this transcript, provide your full name, Social Security Number, date of birth, current filing status, and the address exactly as it appeared on your last filed tax return. A phone number is also typically required.

The fastest way to get your Wage and Income Transcript is through the IRS’s “Get Transcript Online” tool. This online service provides immediate access after identity verification through a rigorous authentication process. This verification typically involves providing financial account numbers, such as a credit card or mortgage account, and answering personal questions based on public records. Once verified, you can view, print, or download your transcript instantly.

Alternatively, request a transcript by mail using IRS Form 4506-T, “Request for Transcript of Tax Return,” or Form 4506-TEZ, “Short Form Request for Individual Tax Return Transcript.” Form 4506-TEZ is specifically designed for requesting wage and income information. Fill out the form with the tax year needed and mail it to the appropriate IRS address listed in the form’s instructions. Mailed requests typically take five to ten calendar days for delivery. The IRS also offers an automated phone line service to request transcripts by mail.

Seeking Assistance from the Social Security Administration

The Social Security Administration (SSA) can provide earnings information, though it is not a direct source for an exact W-2 copy. The SSA maintains records of your reported wages and self-employment income, which are used to calculate your Social Security benefits. This information is available as an “earnings record” or part of a “Social Security Statement.” While helpful, this information is not a substitute for an actual W-2 form needed for tax filing purposes.

To request earnings information from the SSA, complete Form SSA-7050-F4, “Request for Social Security Earnings Information.” This form requires your Social Security Number, name, current address, and the specific tax years needed. You can request this information online through your “my Social Security” account, by mail, or in person at an SSA office. The SSA may charge a fee for providing detailed earnings information, especially for older records, and processing time can vary.