What is a W-2 form? A guide for U.S. employees

If you’re an employee in the U.S., the W-2 is one of the most important tax forms you’ll receive. As a taxpayer, understanding what a W-2 is, when to expect it and how to read it is an essential part of ensuring you file correctly and avoid paying a penny more than you owe.

What is a Form W-2, Wage and Tax Statement?

IRS Form W-2 is a document that reports your annual wages and the amount of taxes withheld from those wages. It provides the information you need to file your federal tax return. W-2s are sent to employees and to the IRS, the Social Security Administration, and state and local tax authorities. This information sharing ensures that all parties have a record of your income and tax payments.

When will I receive my W-2?

Employers are required by law to send W-2s out by January 31 each year for the previous year’s earnings. For example, by January 31, 2026, employers should have all W-2s sent out via mail or electronically for the 2025 tax year. You should receive a W-2 from every employer you worked for during the tax year.

If you haven’t received your W-2 by early February, contact your employer’s HR department to request a copy. If you still haven’t received it by late February, contact the IRS at 800-829-1040.

What information is on a W-2 form?

There are 20 numbered boxes on a W-2 in addition to lettered employer and employee information boxes. Here’s what to expect:

Employer & employee information

You’ll find employer and employee information in W-2 boxes A through F.

• Your Social Security Number (SSN)
• Your name and address
• Employer’s Employer Identification Number (EIN)
• Employer’s name and address
• An optional control number that some employers use for tracking

Income and withholding information

Income and withholding information are found in W-2 boxes 1 through 6:

• Box 1: Federal wages, tips, and other compensation that comprise your taxable income for federal purposes
• Box 2: Federal income tax withheld from your wages
• Box 3: Social Security wages (if there are pre-tax deductions like 401(k) contributions or health insurance premiums, this amount could differ from Box 1)
• Box 4: Social Security tax withheld
• Box 5: Medicare wages and tips
• Box 6: Medicare tax withheld

Additional information

W-2 boxes 7 through 20 capture other types of income and benefits:

• Box 7: Social Security tips
• Box 8: Allocated tips (for restaurant workers)
• Box 10: Dependent care benefits
• Box 11: Nonqualified retirement plans
• Box 12: 401(k) contributions, health savings account (HSA) contributions, and group term life insurance
• Box 13: Checkboxes indicating if you’re a statutory employee, participated in a retirement plan or received third-party sick pay
• Box 15-20: State and local tax information such as state wages, state income, tax withheld, local wages and local income tax withheld

Where’s box 9? Box 9 on a W-2 is always blank because the IRS no longer requires the information it previously collected.

Need a little help? See our guide on how to fill out a W-2.

W-2 vs Form 1040

Your W-2 and Form 1040 work as a team during tax season. The W-2 is an income reporting form issued by your employer that shows how much you earned and the taxes withheld. You will use the information on your W-2 to complete your tax return, often using Form 1040, which is what gets submitted to the IRS.

W-2 vs Form 1099

A W-2 and a 1099 are both income reporting forms, but they differ in employment status. Employees receive W-2s, while independent contractors and freelancers receive 1099s. W-2s show any taxes already withheld by your employer, while 1099 recipients are usually responsible for paying their own taxes throughout the year.

Common W-2 issues and how to fix them

Mistakes happen. Here’s how to handle the most common W-2 errors:

• Errors on your W-2: If you notice an incorrect SSN, misspelled name, wrong address or inaccurate wage or tax, contact your employer immediately to request a Form W-2c (Corrected Wage and Tax Statement). Don’t file until you receive the correction.
• Lost or damaged W-2: If you lose your W-2 or it gets damaged, request another copy from your employer.
• Former employer is unreachable: If your former employer has closed or is unreachable, you can use Form 4852 to file taxes. You will use your final pay stub to complete the information.
• Haven’t worked but received a W-2: Receiving a W-2 from a company you’ve not worked for is a red flag for identity theft. Contact the employer immediately to report the situation, and file a report with the IRS at 800-908-4490. You may also consider placing a fraud alert on your credit reports.

What should I do with my W-2?

Keep any W-2s you receive securely stored and organized with your tax documents. Once you’ve filed, the IRS recommends keeping your tax forms for at least three years in case they audit you. Consider storing digital copies of your tax forms in a secure location for easy access and backup.

Your W-2 made simple

Form W-2 is an essential tax document for anyone who works as an employee in the United States. It will be issued by your employer by January 31 each year, and will report your annual wages and the taxes already withheld from those wages. You will use the W-2 in preparing and filing your tax return.

Whether you’re filing for the first time or just need a refresher, understanding tax forms like Form W-2 helps to put you in control of your finances. If you’re ready to file your 2025 taxes, find the IRS tax forms you need and complete them quickly with Lumin.