Request W-2 from Employer
Professional email templates and phone scripts to get your W-2 fast. Works for current and former employers.
Best Time to Request
After February 5th if not received. Employers must mail by January 31st.
Fastest Method
Email with read receipt. Creates paper trail and usually gets response in 1-3 days.
For Urgent Requests
Call HR directly during business hours. Ask for email confirmation of your request.
W-2 Request Email Template
Copy and customize this professional email template
Subject: W-2 Request - [Your Full Name] - Employee ID: [Your ID]
Dear HR/Payroll Team,
I am writing to request a copy of my 2024 W-2 form. I have not yet received my W-2 and need it to file my taxes.
My information:
- Full Name: [Your Full Name]
- Employee ID: [Your Employee ID]
- Last 4 of SSN: [XXXX]
- Employment Dates: [Start Date] - [End Date or "Present"]
- Department: [Your Department]
Please send my W-2 to:
[Your Current Mailing Address]
[City, State ZIP]
If electronic delivery is available, please send to this email address.
Please confirm receipt of this request and provide an estimated delivery date.
Thank you for your prompt attention to this matter.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your Email]
- • Full legal name as it appears on records
- • Employee ID or badge number
- • Last 4 digits of SSN for verification
- • Current mailing address
- • Request for confirmation
- • Full Social Security Number
- • Emotional language or complaints
- • Threats about IRS reporting (save for later)
- • Bank account information
- • Reasons why you need W-2 urgently
Phone Script for W-2 Request
Use this script when calling HR or payroll
Opening:
"Hi, this is [Your Name]. I'm calling about my W-2 for 2024. I haven't received it yet and wanted to request a copy be sent to me."
Provide Information:
"My employee ID is [ID], and the last four of my Social is [XXXX]. I worked in the [Department] from [dates]."
Request Action:
"Could you please resend my W-2 to [your address]? Or if you have electronic delivery, you can send it to [email]."
Get Confirmation:
"Could I get your name and a confirmation number or email confirmation that this request was processed? When should I expect to receive it?"
Closing:
"Thank you for your help, [their name]. I'll look for it by [date they gave]. If I don't receive it by then, I'll follow up."
Pro Tips:
- • Call during mid-morning (10-11 AM) for best response
- • Be polite but direct — HR handles hundreds of these requests
- • Always get the name of who you spoke with
- • Request email confirmation of your call
- • Note the date, time, and details of your conversation
What If Employer Doesn't Respond?
After email and phone fail, send formal request via certified mail with return receipt. This creates legal documentation of your efforts and is required before escalating to IRS.
After February 15th, call IRS at 800-829-1040 to report non-receipt. Provide employer details and documentation of your attempts. IRS will contact employer directly.
Request wage transcript from IRS via Form 4506-T or IRS.gov account. This shows W-2 information from IRS records and lets you file taxes without waiting for employer.
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Can't Get W-2 from Employer?
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