When Do They Mail Out W-2s? The Deadline & What to Do
Navigate W-2 deadlines and resolve issues like delays or missing forms. Ensure you have the right document for accurate tax filing.
A Form W-2 is a document employers issue to employees at the end of each calendar year. This form summarizes an employee’s annual wages and the federal, state, and local taxes withheld from their pay. It is essential for preparing and filing individual income tax returns with the Internal Revenue Service (IRS) and relevant tax authorities.
Standard Mailing Deadline
Employers must mail out W-2 forms to their employees by January 31 of the year following the tax year for which the wages were paid. For instance, W-2 forms for the 2024 tax year must be sent by January 31, 2025. This deadline applies to the date by which the employer must send the form, not necessarily the date the employee receives it. If January 31 falls on a weekend or a legal holiday, the deadline shifts to the next business day. Many employers also provide electronic access to W-2 forms, which can sometimes be available earlier than mailed copies.
What to Do If Your W-2 Is Delayed
If you do not receive your W-2 by the January 31 deadline, wait until mid-February to account for mail delivery times. First, contact your employer’s payroll or human resources department. Verify your correct mailing address, especially if you have moved. Inquire about the W-2’s status and if an electronic copy is available. If your employer cannot resolve the issue after a reasonable waiting period, contacting the IRS may be necessary. The IRS generally advises waiting until at least the end of February before contacting them.
How to Get a Copy of Your W-2
If you still need your W-2 after exhausting options with your employer, several pathways exist to obtain the necessary information for tax filing. Your employer can re-issue a W-2, often through an online portal or by mailing a duplicate copy.
If your employer is unresponsive or unable to provide a copy, you can use IRS Form 4852. This form allows you to estimate your wages and withheld taxes using information from your final pay stub or other earning records. Attach Form 4852 to your tax return if you file without your official W-2. The IRS can also assist; they may contact your employer to request the missing form and send you a copy of Form 4852. You can also request a wage and income transcript from the IRS, which provides federal tax information reported by your employer.