When Are W2s Mailed Out and What to Do If It’s Late

A W2 form, officially known as the Wage and Tax Statement, is a document employers provide to employees at the end of each tax year. This form details the total wages earned and the federal, state, and local taxes withheld from an employee’s pay during the calendar year. It serves as a comprehensive record for individuals to accurately prepare and file their annual income tax returns with the appropriate government agencies. The W2 also reports other compensation, such as tips and benefits, along with contributions to certain retirement plans.

Standard Issuance Deadline

Employers are federally mandated to issue Form W2 to their employees by January 31st of each year following the close of the tax year. This deadline applies to both mailed and electronic delivery. This ensures employees have necessary documentation well before the individual income tax filing deadline, typically mid-April, allowing ample time to prepare their returns. While many employers send out W2s earlier, January 31st is the final date these forms must be postmarked or made accessible.

Steps If Your W2 Is Missing

If January 31st passes and your W2 form has not arrived, contact your employer’s payroll or human resources department. Confirm your mailing address and inquire about the W2’s status, including when and where it was mailed. Many issues are resolved by verifying information or requesting a reissuance from your employer.

If your employer cannot provide the W2 or a replacement, contact the Internal Revenue Service for assistance. The IRS can help you obtain a Wage and Income Transcript, which contains the information reported on your W2. When contacting the IRS, having your last pay stub is helpful as it provides essential details:
Your employer’s Employer Identification Number (EIN)
Their name and address
Your year-to-date wages
Federal income tax withheld

Electronic W2 Delivery

Many companies offer electronic W2 delivery as an alternative to paper mail. Employees provide consent to opt into this digital method, often via a secure online portal from their employer or a payroll service. This approach allows for faster access to the W2, sometimes before the January 31st mailing deadline. Electronic delivery also reduces the risk of the document being lost or delayed in transit, offering secure and immediate access to tax information.