How to Get Your W-2 from a Previous Employer

Your W-2 form is essential for filing your taxes accurately. If you’ve switched jobs recently, retrieving this document from a previous employer is a necessary step you can’t skip. This guide walks you through when to expect your W-2, how to request it, and what to do if you’re facing delays or changes in address.

Why You Need a W-2 from Your Previous Job

The W-2 form reports your annual wages and the amount of taxes withheld from your paycheck. It’s required by the IRS when filing your federal and state tax returns. Without it, you may face delays or inaccuracies in your tax submission, which could lead to penalties or missed refunds.

When Should You Expect Your W-2 Form to Arrive

Employers are legally required to send your W-2 by January 31st of each year. This applies regardless of whether you still work there. The form is usually delivered via mail or email depending on the method you selected during your employment. If you haven’t received your W-2 by mid-February, it’s time to take action.

Step-by-Step: How to Request a W-2 from a Former Employer

Contact the HR or Payroll Department: Reach out via phone or email. Be ready to provide your full name, last known job title, dates of employment, and current mailing address.
Confirm Delivery Method: Ask if your W-2 was mailed or delivered digitally.
Verify Address or Email: Make sure they have your updated contact information.
Request a Timeline: Ask when you can expect to receive it, and request a tracking number if sent via mail.

How to Get a W-2 If You’ve Moved or Changed Your Address

If you’ve relocated since leaving your job, the W-2 may have been sent to your old address. Contact your previous employer as soon as possible to update your contact information. If the W-2 was returned by the post office, they may need to resend it. Always confirm your full legal name and Social Security number to avoid delays.

What to Do If You Opted for a Digital W-2

Many employers now use online payroll systems like ADP, Paychex, or Workday. If you previously enrolled for digital delivery:

Log into the payroll portal with your old credentials
Navigate to the tax documents section
Download or print your W-2 directly

If you can’t remember your login, use the password recovery option or contact customer support for assistance.

Who to Contact First: Payroll vs HR vs IRS

If your W-2 is delayed or missing, it’s important to reach out to the right person to avoid wasted time. Start by contacting the Payroll Department, as they are directly responsible for issuing and managing tax documents. If you’re unable to get a response or if your company no longer exists, the Human Resources Department is your next point of contact.

Only after exhausting those internal options should you reach out to the IRS. If it’s past February 14th and you still haven’t received your W-2, you can call the IRS at 1-800-829-1040. They’ll ask for details about your employment and wages to help initiate a formal request on your behalf.

What to Do If You Never Receive Your W-2

If your W-2 still hasn’t arrived after contacting your employer and waiting past mid-February:

Call the IRS and provide:
- Your name, address, Social Security number
- Employer’s name, address, and phone number
- Employment dates and estimated earnings
Fill out Form 4852, a substitute for a W-2, using your last pay stub for wage and tax data. Submit this with your tax return if your W-2 is still missing by the tax deadline.
Keep all communication records with your employer and the IRS in case of any discrepancies or audits.

Can You File Taxes Without a W-2 Form?

Yes — you can still file your tax return even if your W-2 hasn’t arrived. As mentioned, use Form 4852 to provide estimated information from your last paycheck. Be as accurate as possible to avoid delays or issues with the IRS.

However, if your employer eventually sends the actual W-2 and the numbers don’t match what you filed, you may need to amend your return using Form 1040-X.

It’s always recommended to wait for your official W-2 if possible — but if the deadline is approaching, filing with Form 4852 is a valid and legal alternative.

Understanding Form 4852 and When to Use It

Form 4852, officially titled Substitute for Form W-2, is used when you haven’t received your W-2 by the IRS deadline, or if your employer refuses or is unable to issue it. You’ll fill out the form with estimated income and tax withholding amounts based on your final pay stub or other records.

Use Form 4852 if:

Your employer is no longer in business.
You’ve tried contacting HR/payroll with no success.
It’s past February 14 and your W-2 hasn’t arrived.

This form allows you to stay compliant with the IRS and still file your tax return on time.

Requesting a Copy of an Old W-2 (More Than a Year Ago)

If you need a W-2 from a prior year (not the current tax season), here are your options:

Ask your former employer – many retain records for multiple years.
Check your tax preparer – if you used a CPA or a service like TurboTax, they may have archived files.
Request a transcript from the IRS:
- Use Form 4506-T to request a Wage and Income Transcript, which includes W-2 data.
- It’s free and usually covers up to 10 years.

Keep in mind that the full W-2 (with employer EIN and address) may not be shown, so some uses may still require the original.

What’s the Difference Between a W-2 and a Pay Stub?

W-2: A tax document summarizing your annual earnings and taxes withheld. Sent to the IRS and used to file your return.
Pay Stub: A breakdown of an individual paycheck. Includes details like hourly wage, deductions, and net pay.

While a pay stub is helpful, it’s not a legal substitute for a W-2 unless you’re completing Form 4852.

What to Check If You Receive an Incorrect W-2

If your W-2 has mistakes (wrong Social Security number, incorrect earnings, or address errors), you must act fast:

Notify your employer immediately and request a corrected W-2 (Form W-2c).
Wait to file until you receive the updated version.
If your employer won’t correct it, contact the IRS for guidance.

Filing a return with incorrect W-2 data can result in delays or audits.

How to Get a W-2 Copy from the IRS

If you lost your W-2 and can’t get it from your employer:

Use Form 4506-T to request a Wage and Income Transcript.
You can also call 1-800-908-9946 to order by phone.
Allow 10–15 business days for processing.

Note: Transcripts are available for previous years only — they do not provide current year data until after tax season.