Need your W-2 from a past job? It’s a common situation. You need it for filing your taxes. Sometimes, your ex-employer might not send it. That’s when you need a letter.
Writing a formal request can feel daunting. But don’t worry, we’ve got you covered. We’ll share some letter templates. These will make asking for your W-2 easier.
This article provides sample letters. Use these samples to craft your own request. Get your W-2 quickly and easily.
Sample Letter To Request My W-2 For An Ex Employer
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Employer’s Name]
[Company Name]
[Company Address]
[Company City, State, Zip Code]
Subject: Request for W-2 Form – [Your Name] – [Your Social Security Number (Optional)]
Dear [Employer’s Name or HR Department],
I am writing to request my W-2 form for the tax year [Year]. I was employed at [Company Name] from [Start Date] to [End Date] as a [Your Job Title].
I have not yet received my W-2 form, and I need it to file my income taxes. Please send the form to the address listed above as soon as possible.
If you need any further information from me, please contact me at [Your Phone Number] or [Your Email Address].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
html
How to Write Letter To Request My W-2 For An Ex Employer
Subject Line: Clarity is Key
The subject line is your initial communiqué; make it count. Avoid ambiguity. Instead of a generic “W-2 Request,” opt for something more explicit.
- Example: “W-2 Request – [Your Name] – [Last Year of Employment]”
- This precision expedites processing on their end, manifesting a faster response.
Salutation: Professionalism Prevails
Even with a former employer, civility is paramount. Strive for professionalism, irrespective of past grievances.
- Preferred: “Dear [Human Resources Department/Payroll Department/Specific Contact Person],”
- Avoid casual greetings like “Hey” or overly familiar language.
Body Paragraph 1: State Your Intent
The opening paragraph should directly articulate your request. Brevity and clarity are your allies.
- Clearly state that you are requesting your W-2 form for the specified tax year.
- Example: “I am writing to formally request my W-2 form for the tax year [Year] during which I was employed at [Company Name].”
Body Paragraph 2: Provide Pertinent Information
Furnish all essential details to aid in the retrieval of your W-2. Accuracy is non-negotiable.
- Include your full name, former address, last four digits of your Social Security number, and dates of employment.
- Example: “My name is [Your Full Name], and I resided at [Your Former Address] while employed. My dates of employment were [Start Date] to [End Date]. The last four digits of my Social Security number are [XXXX].”
Body Paragraph 3: Specify Delivery Method
Dictate how you wish to receive your W-2. Offer options for convenience but be cognizant of security.
- Specify your preferred method of delivery (e.g., mail or electronic).
- If requesting electronic delivery, ensure their system is secure. If preferring mail, provide your current mailing address.
- Example (Mail): “Please mail the W-2 form to my current address: [Your Current Address].”
- Example (Electronic): “If possible, I would prefer to receive the W-2 electronically. Please provide instructions on how to access it securely.”
Closing: Courteous Conclusion
End your letter on a polite note, evincing gratitude and providing contact information for follow-up.
- Express your appreciation for their time and assistance.
- Include your phone number and email address for ease of contact.
- Example: “Thank you for your time and attention to this matter. Please do not hesitate to contact me at [Your Phone Number] or [Your Email Address] if you require further information.”
Sign-off: Formal Farewell
Conclude with a professional closing.
- Acceptable Closings: “Sincerely,” “Best regards,” “Respectfully,”
- Followed by your typed name and then your signature (if sending a hard copy).
html
Frequently Asked Questions: Requesting Your W-2 from a Former Employer
Navigating tax season can be challenging, especially when you’re missing essential documents. Here are some frequently asked questions regarding how to obtain your W-2 from a previous employer.
What should I include in my W-2 request letter?
Your request should include your full name, social security number, previous address, the employer’s name and address, and the tax year for which you need the W-2.
How long should I wait before contacting the IRS?
Allow a reasonable amount of time (typically two weeks) for your former employer to respond. If you still haven’t received your W-2 by mid-February, contact the IRS.
What if my former employer is no longer in business?
If your former employer is out of business, you can still request your wage and income information from the IRS by filing Form 4852, Substitute for Form W-2, Wage and Tax Statement.
Can I request my W-2 electronically?
While you can send your request via email if you have your former employer’s email address, they are responsible for furnishing your W-2 securely. Many companies prefer a written request for security and documentation purposes.
What if my address has changed since I worked there?
Include your previous address (while employed) and your current address on the request. This helps your former employer locate your records and ensures the W-2 is sent to the correct location.