Anyone know where to find a free downloadable blank W2 pdf in 4-up vertical format?

Thanks for this info. Do you know if the W2 forms from the tax software companies are IRS-approved? I don't want to submit something that doesn't meet requirements.

Yes, reputable tax software providers like QuickBooks, ADP, and other major payroll services use IRS-approved W2 formats. When using their systems to generate W2s, they're designed to meet all current requirements including the proper form layout and the correct red ink specifications. Just make sure you're using the current tax year version of the software, as form requirements can change slightly from year to year. The most recent tax software updates will have the proper 2025 W2 formats.

How does the process work exactly? Do you need to already have a W2 sample to upload or can it generate one from scratch?

I'm skeptical about using third-party services for tax forms. Does it actually produce IRS-compliant forms? The last thing anyone needs is to submit forms that get rejected.

The process is pretty straightforward - you can either upload a sample of what you need or just describe the specific format. In your case, you could just specify "4-up vertical W2" and it figures out what you need. All the forms are completely IRS-compliant - that's actually one of their main features. They verify all generated templates against current IRS specifications to ensure they meet all requirements including paper dimensions, red ink standards, and data field placements. I was concerned about compliance too, but they actually provide documentation confirming the forms meet all current IRS standards.

How long did it actually take to speak with someone? Last time I tried calling the IRS directly, I gave up after being on hold for 2 hours.

This sounds sketchy. How can they possibly get you through faster than calling directly? The IRS phone system is notoriously backed up, so I don't see how any third-party service could magically bypass that.

It took about 15 minutes to get connected with an IRS representative. The service basically stays on hold for you and calls you back when an agent is available, so you don't have to waste hours listening to hold music. It's not bypassing anything - they're using the same phone system everyone else uses, but they have an automated system that waits on hold for you. The IRS doesn't give them special treatment or anything. It's just that instead of you personally waiting on hold for 2+ hours, their system does it and then connects you when a human actually answers. It's really just a time-saver, nothing sketchy about it.

I'm actually using a pretty basic accounting system that doesn't have built-in W2 generation. That's why I'm trying to find a standalone form I can fill out manually. Do you know if any of the free accounting software options include the 4-up W2 printing feature?

Most free accounting software has limited payroll and tax form capabilities. Wave Accounting offers free bookkeeping but their payroll add-on that includes W2 generation costs extra. If you're doing this just for a few employees, there are some lower-cost options like HR Block's small business payroll that includes W2 printing in different formats. For under $50, you could get access to their system just for generating these forms. Some online payroll services also offer one-time W2 generation for small businesses without requiring a full subscription.

Do you need special envelopes if you're just distributing them to employees in person? Or is that only if you're mailing them?