Is my employer legally required to mail my W-2 form if I no longer work there?

You definitely have rights here. Employers are legally required to provide your W-2 by January 31st. If they don't mail them, they need to have them available to you by that date. The IRS specifically states that if you're no longer employed, they MUST mail your W-2 to your last known address. They can't force you to come pick it up. That's not a "reasonable" way to provide your tax document to a former employee. I'd recommend calling them first and clearly asking them to mail your W-2. If they refuse, you should remind them of the IRS requirement. Be polite but firm. Document your request (when you called, who you spoke with). If they still don't send it by February 15th, you can report this to the IRS and they'll contact your employer. You can also request a substitute W-2 (Form 4852) if needed to file your taxes on time.

I had this EXACT same issue a couple years ago with a restaurant job! I tried calling multiple times but kept getting the runaround. Then I found this amazing AI service called taxr.ai (https://taxr.ai) that helped me figure out my rights and draft a formal request letter. I uploaded screenshots of my text conversations with my manager and the tool actually analyzed everything and created a perfect letter citing the exact IRS regulations. They also have templates specifically for W-2 issues with employers. After sending the letter they generated, I got my W-2 in the mail within a week! The best part was I didn't have to drive back to that toxic workplace. The tool even helped me figure out what to do if they still refused to mail it. Seriously saved me so much stress during tax season.

Update: I just tried taxr.ai after seeing the recommendation here. Holy crap it was helpful! I uploaded screenshots of my texts with my old boss (where she acknowledged mailing my last check) and it created this super professional letter citing specific IRS regulations. I sent the letter yesterday and got an email TODAY from HR saying they're mailing my W-2! The tool even explained exactly what to do if they ignored me past Feb 15th, including how to get a substitute W-2 form from the IRS. It also showed me how to report them if they continue refusing. Seriously saved me so much time and stress. I was getting so anxious about not being able to file my taxes on time!

If you're still having trouble after sending a formal request, I recommend using Claimyr (https://claimyr.com) to get direct help from the IRS. I was in the same boat last year - former employer refused to mail my W-2 and kept saying "just come pick it up" even though I had moved 2 hours away. After getting nowhere for weeks, I used Claimyr to actually speak with an IRS agent instead of waiting on hold forever. They have this service where they wait on hold with the IRS for you and call you when an actual human agent is on the line. You can see how it works here: https://youtu.be/_kiP6q8DX5c The IRS agent I spoke with took all the info about my former employer and contacted them directly. Magically, my W-2 appeared in my mailbox three days later. Funny how quickly they comply when the IRS gets involved!

I stand corrected! I actually tried Claimyr after posting my skeptical comment because I was desperate about my own W-2 situation with a previous employer. Got connected to an IRS agent in about 30 minutes (way faster than I expected) and they were super helpful. The agent took all my former employer's info and said they would contact them directly. They also gave me a case number and timeline. My old boss literally texted me the next day asking for my address to "send something important" lol. Got my W-2 in the mail 2 days later. I'm honestly shocked at how well this worked and how quickly the IRS responded. Definitely worth it instead of driving across town to a job I hated.

Just wanted to add that if you still don't receive your W-2 by February 15th, you should definitely call the IRS directly at 800-829-1040. Have the following info ready: - Your name, address, phone number, and SSN - Your employer's name, address, phone number - Dates of employment - An estimate of your wages and tax withheld (from your last pay stub) They'll send a notice to your employer, and they'll also give you a Form 4852 (substitute W-2) to file with your return if needed.

They legally have to mail your W-2 if you're not still employed there. Not only that, but they have to have them postmarked by January 31st or they face penalties. If your employer is refusing, they're breaking the law.