Where to Find Old W2s & How to Request Copies

A W-2 form, also known as the Wage and Tax Statement, is a tax document employers issue to report an employee’s annual wages and the taxes withheld from those earnings. This form is essential for filing federal and state income tax returns. Individuals often need old W-2s for reasons like filing past due tax returns, applying for loans, or verifying income for social security benefits. Obtaining these documents can be challenging, especially if significant time has passed.

Contacting Your Employer

The most direct approach to obtaining an old W-2 is to contact the employer. Employers are the primary source for these documents and are generally required to retain W-2 records for at least four years. You should reach out to the Human Resources or Payroll department.

When contacting an employer, be prepared to provide specific identifying information to facilitate your request. This typically includes your full legal name, Social Security Number, the approximate dates of your employment, and your last known address while employed. You can usually make this request by phone, email, or through an online employee portal if the company maintains one. Employers generally process these requests within a few business days to a week.

If your former employer is no longer in business or has merged with another company, locating your W-2 can become more complex. Attempt to contact the successor company or the business entity that acquired the former employer’s records. If these efforts are unsuccessful or the employer is unresponsive, the IRS can often assist in retrieving the necessary information.

Requesting Records from the IRS

The IRS maintains copies of all W-2 forms and can provide transcripts of this information. For W-2 data, the “Wage and Income Transcript” is generally the most relevant document. This transcript is sufficient for most purposes, including tax filing, and is provided free of charge. It is distinct from a full “Tax Return Transcript” or a complete “Copy of Your Tax Return,” which include more comprehensive tax return details.

You can request a Wage and Income Transcript online through the IRS Get Transcript service. This method often provides immediate access to your transcript. To use the online service, you must verify your identity, which involves providing personal information, a financial account number, and a text-enabled mobile phone in your name. The transcript is generally available for the current tax year and the past nine years.

Alternatively, you can request a Wage and Income Transcript by mail using Form 4506-T, “Request for Transcript of Tax Return.” On this form, complete your name, Social Security Number, current address, and specify “Form W-2” for the desired tax year(s). Mail the completed form to the appropriate IRS address. While online requests are typically instant, mailed requests can take approximately 5 to 10 days to process and arrive.

Exploring Other Avenues

Beyond direct employer contact and IRS transcripts, other resources may help you retrieve W-2 information. If you utilized a professional tax preparer, they often retain copies of client tax documents, including W-2s. Reaching out to your previous preparer can be a quick way to obtain a duplicate.

Similarly, if you prepared your taxes using commercial tax software, you might be able to access past returns through your online account with the software provider. Many tax software platforms offer a feature to retrieve previously filed returns, which often include W-2 data. This can be a convenient option if you regularly use the same software.

As a last resort, bank statements or old pay stubs can serve as alternative proof of income. While these documents are not official W-2s and may not be accepted for tax filing purposes, they can be valuable for income verification in other scenarios, such as loan applications or rental agreements. Their acceptance depends on the specific requirements of the entity requesting the information.