How to Request Copies of Your Past W-2 Forms

The W-2 form, officially known as the Wage and Tax Statement, is an important document for every employed individual. It summarizes annual earnings and the federal, state, and local taxes withheld from an employee’s paychecks. Employers are legally required to furnish this form to their employees by January 31st each year for accurate tax filing with the IRS.

Obtaining from Your Employer

The most direct way to get a copy of a past W-2 form is by contacting your former or current employer. Before reaching out, gather specific information: your full legal name as used during employment, the last four digits of your Social Security Number, approximate dates of employment, current contact information, and the specific tax year(s) needed.

Employers are required to retain payroll tax records, including W-2 forms, for at least four years after the tax becomes due or is paid, whichever is later. Many employers keep these records longer, so it is worth inquiring even for older forms. You can contact the human resources or payroll department, or a dedicated records department, to make your request.

You can initiate the request by phone, email, or through an online portal if offered. Employers may provide the W-2 by mail, email, or through a secure online portal. The turnaround time for these requests can vary, but employers are often able to fulfill them within a reasonable period.

Accessing W-2 Information from the IRS

If obtaining your W-2 directly from your employer proves difficult, the Internal Revenue Service (IRS) offers methods to access your wage and income information. The IRS provides a “Wage and Income Transcript,” which contains data from information returns like Forms W-2, 1099, and 1098, reported to the IRS. This is a transcript of the data, not an actual copy of the W-2 form itself.

To request a Wage and Income Transcript, you will need to provide identifying information such as your Social Security Number, date of birth, filing status, and the mailing address from your last filed tax return. The IRS offers several ways to obtain this transcript. The fastest method is through the IRS “Get Transcript Online” tool, which requires identity verification and allows immediate access to a downloadable PDF.

Alternatively, you can request a transcript by mail using IRS Form 4506-T, “Request for Transcript of Tax Return.” This form requires information including your name, current address, Social Security Number, and the specific tax year(s) needed. Once completed, the form should be mailed or faxed to the appropriate IRS address.

A phone request is also an option by calling the IRS automated transcript service at 800-908-9946. For mail or phone requests, transcripts arrive within 5 to 10 calendar days. Current year wage and income information becomes available from the IRS by the first week of April, though some data might not be complete until July.

Alternative Sources for Past W-2s

Beyond directly contacting your employer or the IRS, other avenues can provide your past W-2 information. Many employers utilize third-party payroll service providers, such as ADP or Paychex, to manage their payroll and tax reporting. If your former employer used such a service, you might be able to access your W-2 through the provider’s online portal. This requires your login credentials or specific account information.

Another option is to check with any tax preparers you used in previous years. Tax preparers, including individual CPAs or larger tax software companies like TurboTax or H&R Block, retain copies of tax documents, including W-2s, used to prepare your tax returns. While tax preparers are required to keep records for at least three years, many may keep them longer.

You can contact your former tax preparer’s office to inquire about obtaining a copy or accessing an online account if they provide one. Some payroll providers or tax preparers might charge a fee for providing copies of past documents, so inquire about any associated costs.