When to Expect Your W-2 From Your Former Employer—And What Happens If It's Late

Tax season brings a familiar headache: tracking down all the paperwork your employer is supposed to send. If you left a job this year, you’re probably wondering when do you get W-2 forms and what recourse you have if your old company drags its feet.

Here’s the straightforward answer: employers must send W-2 forms to employees by January 31 of the following tax year. If that date falls on a weekend or holiday, it shifts to the next business day. That deadline gives you time to file your return before the April 15 filing deadline. But what if you’re still waiting?

What’s Inside Your W-2 and Why It Matters

Your W-2 isn’t just another piece of mail—it’s critical to getting your taxes right. This form reports your wages, tips, and other compensation for the year. It also shows federal income tax withheld from your paychecks, plus your Social Security and Medicare contributions. If you worked in a state with income taxes, those withholdings appear here too, along with any retirement plan contributions or health insurance premiums paid pre-tax.

The IRS gets a copy of your W-2 as well. If the income you report doesn’t match what’s on your form, or if you skip filing altogether, expect the IRS to reach out.

Steps to Take If You Haven’t Received It Yet

Contact your former employer first. Reach out to the HR or payroll department—they’re the ones who issue these forms. Ask them to send it and confirm your current address or email, especially if you’ve moved since leaving.

Check for online access. Many companies now provide W-2s through a secure employee portal. Log in and download it directly if that option exists.

Call the IRS if your employer isn’t cooperating. If repeated requests go ignored, contact the Internal Revenue Service at 1-800-829-1040. Have your Social Security number, previous employer’s contact info, employment dates, and an estimate of your earnings based on your last pay stub ready.

Cutting It Close? File Extensions and Workarounds

If the April 15 deadline is looming and you still don’t have your W-2, you have two paths forward.

Option 1: Request a filing extension. Use Form 4868 to get six additional months. But remember—this extends your filing deadline, not your payment deadline. If you owe taxes, estimate your bill using your last pay stub and pay it by April 15 anyway. Once you have more time, request a Wage and Income Transcript from the IRS, though expect to wait until June or July for it to arrive.

Option 2: File with a substitute form. Complete Form 4852 (Substitute for Form W-2) and estimate your income and withheld taxes as accurately as possible. Be aware that if the actual W-2 differs significantly from your estimates, you may need to amend your return later. Consider working with a tax professional if you’re uncertain.

The Penalties Employers Face for Missing Deadlines

Employers who ignore their W-2 filing obligations don’t get off easy. The IRS imposes per-form penalties with no ceiling:

• Up to 30 days late: $60 per form
• 31 days to August 1: $120 per form
• After August 1 or not filed: $310 per form
• Intentional disregard: $630 per form

Here’s how this adds up: imagine a company with 10 employees that waits until September to send W-2s. Since penalties apply per form (one to the IRS, one to each employee), that’s $310 doubled, or $620 per employee. For 10 employees, the total penalty reaches $6,200—before interest charges kick in, which only increases what the company owes.

These substantial penalties exist to ensure employees like you actually receive the documentation needed to file accurately. So if your employer hasn’t sent your W-2 by now, know that you have legitimate tools to push back and file your return on time.