Where to request your W2 and what to do if your employer won't send it

Your employer is required by law to send you a W2 form by January 31 each year for any year you worked there. If you have not received one from a previous employer, your first step is to contact the employer's payroll or human resources department directly — by phone, email, or in writing — and ask them to send it. Most will comply within a few business days. If the company no longer exists, was acquired, or you cannot locate it, the IRS has a process to get a transcript of your wage information that serves the same purpose for tax filing.

The W2 matters because it shows the IRS how much you earned and how much tax was withheld. If you file your taxes without reporting all your W2 income, the IRS will catch the discrepancy when the employer files their copy with the government. Getting the form now, before you file, prevents penalties and interest later.

Key Takeaways

  • Contact your previous employer's payroll department by phone or email and request the W2 for the specific year you worked there.
  • If the employer is out of business or you cannot locate them, request a wage and income transcript from the IRS instead.
  • The IRS has a 10-year record of W2 information, so even if your employer never sends the form, the IRS can provide a transcript.
  • If your employer refuses to send a W2 after you request it, file a complaint with the Department of Labor or contact the IRS directly.

How to contact your previous employer for a W2

Start by finding the payroll or HR contact information for the company. If you have old pay stubs, they usually list a payroll phone number or email. If not, search the company's website for a payroll or HR contact, or call the main company number and ask to be transferred to payroll.

When you contact them, have your full name, date of birth, and the years you worked there ready. Tell them you need a copy of your W2 for that year. Most employers keep records for at least seven years and can print and mail or email a copy within days. If the company is small or disorganized, you may need to follow up more than once.

If you worked for a large company with multiple locations, you may need to contact the specific location or branch where you were employed, not just the main corporate office. If you worked for a temp agency or staffing company, contact them rather than the client company — the temp agency is your official employer and issued the W2.

What to do if the company is out of business or you cannot find it

If the employer has closed, been acquired, or you straightforward cannot locate them, request a wage and income transcript from the IRS instead. This document shows the W2 information the IRS has on file for you and can be used in place of the actual W2 form for most purposes, including filing your tax return.

You can request a transcript online through the IRS website at irs.gov, by phone at 1-800-908-9946, or by mail. The online method is fastest — you can create an account, verify your identity, and read the transcript when ready. By phone, you will need to verify your identity and the transcript will be mailed to you within 5 to 10 business days. By mail, send Form 4506-C to the IRS address for your region, which you can find on the form itself.

The IRS keeps wage records for 10 years, so even if your employer never filed the W2 or has been defunct for years, the IRS likely has the information. If the IRS has no record of income for a year you worked, that is a separate problem — it means your employer may not have reported you to the IRS, which you will need to address with that employer or the Department of Labor.

When an employer refuses to send a W2

If you have asked your employer for a W2 and they refuse, ignore you, or claim they did not issue one, you have legal recourse. Employers are required to issue a W2 to every employee who earned wages, and failing to do so is a violation of federal tax law.

Your first option is to file a complaint with the Department of Labor Wage and Hour Division. You can file online, by phone, or in person at your local office. The Department of Labor can investigate whether the employer properly reported your wages and can impose penalties on the employer for non-compliance.

Your second option is to contact the IRS directly. Call 1-800-829-1040 and explain that your employer will not provide a W2. The IRS can contact the employer on your behalf and request the form. If the employer still refuses, the IRS can assess penalties against them and you can proceed with filing your taxes using the wage transcript instead.

Using a wage transcript to file your taxes

A wage and income transcript from the IRS shows your reported wages, federal tax withheld, and other income information for the year. You can use this to file your tax return even if you never receive the actual W2 form from your employer. The IRS already has the information because your employer filed it with them.

When you file, attach a copy of the transcript to your return and include a note explaining that you requested the W2 from your employer but did not receive it. This protects you if the IRS later questions why your return does not include the original W2 — you have documentation that you made a good-faith effort to obtain it.

If the transcript shows income that you did not report on your return, or if it shows different amounts than what you expected, contact the IRS to clarify. Discrepancies usually mean your employer reported the wrong amount, and the IRS can help you correct it.

What information appears on a W2 and why it matters

A W2 form shows your name, address, Social Security number, the employer's name and tax ID, your total wages for the year, federal income tax withheld, Social Security tax withheld, Medicare tax withheld, and any other compensation like tips or bonuses. It also shows state and local taxes withheld if applicable.

You need this information to file your tax return accurately. The IRS uses the W2 to verify that you reported all your income and that the right amount of tax was withheld. If you earned money and no W2 was issued — for example, if you were paid in cash or as a contractor — you are still required to report that income on your return, but you would use a different form like a 1099.

If you lost your W2 or it was destroyed, you do not need to request a new one from your employer if you already have the information. You can file your return using the wage transcript or even the information from your final pay stub, as long as you report the correct total wages and withholding.

Timeline and what to expect

Employers must send W2 forms by January 31 each year. If you request a W2 after that date, the employer is not legally required to send it, but most will anyway if you ask. If you are requesting a W2 for a year that ended more than a few years ago, the employer may take longer to locate the records or may charge a small fee for a copy.

If you request a wage transcript from the IRS online, you will have it within minutes. By phone, expect 5 to 10 business days. By mail, expect 2 to 4 weeks. Plan ahead if you need the information for tax filing — do not wait until April 14 to request it.

If you file your taxes before you receive the W2, you can file an amended return (Form 1040-X) once the W2 arrives and you have verified the information. This is common and not a problem, as long as you file the amendment within three years of the original return's due date.

Frequently Asked Questions

Can I file my taxes without a W2 from a previous employer?

Yes. You can request a wage and income transcript from the IRS and use that to file your return. You can also file using information from your final pay stub if you have it. The key is reporting the correct total wages and withholding to the IRS, which they will verify against what your employer reported.

What if my employer says they never issued me a W2 because I was a contractor?

If you were classified as a contractor, you should have received a 1099 form instead of a W2. If you did not receive either, request a transcript from the IRS to see what they have on file. If your employer misclassified you as a contractor when you were actually an employee, that is a separate issue you can raise with the Department of Labor.

How long do employers have to keep W2 records?

Employers are required to keep payroll records for at least seven years. The IRS keeps wage records for 10 years. If you need a W2 from more than 10 years ago, the IRS may not have it on file, but you can still request it from the employer if they kept their records.

Do I need the original W2 or will a copy work?

A copy of the W2 works fine for filing your taxes. You do not need the original. If your employer sends you a photocopy or email, that is acceptable. The IRS does not require the actual paper form.

What if the wage transcript from the IRS shows different amounts than I remember earning?

Contact the IRS to discuss the discrepancy. The transcript shows what your employer reported to the IRS, so if the amount is wrong, your employer reported it incorrectly. The IRS can help you file a correction with your employer or amend your tax return if needed.