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when do they start mailing out w2 forms

Most employers start mailing out W‑2 forms in mid to late January, but they are legally required to send or make them available to you no later than January 31 each year.

Key dates to know

  • Employers must furnish (mail, hand-deliver, or post online) W‑2s by January 31 for the prior tax year.
  • Many larger employers begin mailing or releasing W‑2s online between about January 15–25 to beat the deadline.
  • With normal mail time, most people actually receive paper W‑2s sometime between late January and around February 10.

What “mailing out” really means

  • The legal requirement is that the W‑2 is sent or made available by January 31, not that you have it in your hands that day. If it is postmarked January 31, the employer is considered on time.
  • If you consented to electronic delivery, your W‑2 may show up in your employee portal earlier than the mailed version, often in the second half of January.

If yours hasn’t arrived yet

  • If it’s the first week of February, it is usually worth checking your online payroll/HR portal and confirming your mailing address with your employer.
  • If you still do not have your W‑2 by mid‑February, the standard advice is:
    1. Contact your employer or HR/payroll and request a copy.
2. If you cannot get it and it’s after mid‑February, you can call the IRS, which may contact your employer and can help you file using Form 4852 as a substitute W‑2.

Special situations

  • Former employees often see a slight delay: employers still must send by January 31, but address issues or slower processing can push delivery into early February.
  • If the January 31 deadline falls on a weekend or federal holiday, the due date moves to the next business day, and mailing typically shifts accordingly.

TL;DR: Employers usually start mailing W‑2s in mid‑January, but they only have to get them sent or made available by January 31, so it is normal to actually receive yours anytime from late January into early February.

Information gathered from public forums or data available on the internet and portrayed here.