Why this matters

A correct W-2 reports wages and withholding the IRS uses to verify your return. Missing or incorrect W-2s can delay refunds, create information mismatches, and lead to amended returns. Follow this clear, documented process to get a timely or corrected statement.

Step-by-step checklist

  1. Contact payroll or HR first
  • Call or email your payroll or HR contact and ask whether your W-2 was mailed or posted to an employee portal. Confirm the mailing address and email on file and ask them to reissue the W-2 immediately. Keep written records of dates and names.
  1. Check online payroll portals and spam folders
  • Many employers use vendors (ADP, Paychex, Gusto) that post W-2s online. Check any login you used during employment and search email folders (including spam and promotions).
  1. If you still don’t have it by mid-February, contact the IRS
  • If you don’t receive your W-2 by February 14, call the IRS at 800-829-1040 to report the missing form. Be ready to provide your employer’s name, address, phone number, and your dates of employment and estimated wages withheld. (IRS guidance: Tax Topic 153: Missing Forms W-2) https://www.irs.gov/tax-topic/tc153
  1. Use IRS transcripts or Form 4506-T if needed
  • You can request a Wage & Income Transcript (Get Transcript) to confirm what the IRS has on file from employers; this helps lenders or when you need proof of income: https://www.irs.gov/individuals/get-transcript. You can also submit Form 4506-T to request transcripts by mail.
  1. File on time if the W-2 never arrives: use Form 4852
  • If you must file and the W-2 hasn’t arrived, use Form 4852 (Substitute for Form W-2) to estimate wages and withholding from pay stubs and other records. Attach Form 4852 to your tax return and explain your attempts to obtain the W-2: https://www.irs.gov/forms-pubs/about-form-4852
  1. Getting an incorrect W-2 fixed
  • If the employer issued a W-2 with errors, ask them to file a corrected W-2c and give you a copy. Employers file W-2c to correct wage and tax information with the SSA and IRS. If they refuse, contact the IRS for help: https://www.irs.gov/forms-pubs/about-form-w-2c

What to keep and document

  • Save pay stubs, year-to-date earnings, screenshots of payroll portals, dated emails, and notes from phone calls. These items support Form 4852 estimates and any IRS follow-up.

When employers won’t cooperate

  • The IRS can contact employers who don’t furnish W-2s. If you reported the missing W-2 to the IRS (see step 3) and still have problems, the IRS will reach out to the employer and advise next steps.

When you receive a corrected W-2 after filing

  • If a corrected W-2 (W-2c) arrives after you file and it changes tax liability, file Form 1040-X to amend your return. If the correction is minor and doesn’t change tax, you may not need to amend.

Quick professional tips

  • Act quickly: employers must furnish W-2s by January 31 each year (IRS deadline).
  • Use pay stubs to estimate withholding only as a last resort—prefer the employer-issued W-2 or W-2c.
  • Keep a short written timeline of all contacts—this matters if the IRS intervenes.

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Professional disclaimer
This content is educational only and does not replace personalized tax advice. For complex cases, contact a qualified tax professional or the IRS directly.