Form W-2 availability email template

When to use this template

Employers must furnish Form W-2 to employees by January 31 each year. This email tells current and recent former employees that their W-2 is ready, where to find it, and what to do if something looks wrong. It also cuts down on the flood of where is my W-2 questions every February.

Send it to former employees who left during the year too, using their personal email and mailing address on file. Include a short phishing warning, since W-2 scams that impersonate HR or payroll are common at tax time. Our payroll guide covers year-end steps, and most payroll platforms publish W-2s to an employee portal.

The email templates

Copy either version, replace everything in [brackets], and read it once out loud before you send it. If it doesn't sound like you, change it.

Hi [Employee first name],

Your [Tax year] Form W-2 is now available.

Online: log in to [Payroll portal] at [Link] and go to [Tax documents]. [If you consented to electronic delivery, this is your official copy.]
By mail: [If you didn't consent to electronic delivery, a paper copy was mailed on Date to the address we have on file.]

Please check your name, Social Security number, and address. If anything is wrong, contact [Payroll contact] by [Date] so we can issue a corrected form.

Need to update your withholding for this year? You can submit a new Form W-4 in [Portal].

A reminder: [Company] will never email you asking for your Social Security number or a copy of your W-2. If you receive a message like that, don't reply, and forward it to [Security contact].

[Payroll team]

Hi [First name],

Your [Tax year] Form W-2 from [Company] was mailed on [Date] to [the address on file / masked address]. [You can also access it online at Link until Date.]

If you have moved, or haven't received it by [Date], contact [Payroll contact] at [Email or phone] and we will help.

[Payroll team]

Subject lines to try

The subject line decides whether the email is opened today or next week. Keep it specific and short enough to read on a phone.

• Your [Year] Form W-2 is ready
• Your [Year] Form W-2 from [Company]
• Tax documents: your W-2 is available
• Check your W-2 for errors by [Date]
• W-2s mailed on [Date]

How to personalize it

• Tell employees exactly where to click in the portal.
• Ask them to check personal details and give a deadline for corrections.
• Include a phishing warning every year.
• Remind employees to update Form W-4 if their situation changed.

Mistakes to avoid

• Attaching W-2s to email.
• Assuming every employee has consented to electronic delivery.
• Forgetting employees who left mid-year.
• Ignoring returned mail.

Legal and compliance notes

Form W-2 must be furnished to employees by January 31, and filed with the Social Security Administration by the same date. Electronic delivery is allowed only if the employee affirmatively consented, after receiving the required disclosures, under IRS rules. Without consent, mail a paper copy. Corrections go on Form W-2c.

This is general information for US employers, not legal advice. Laws change and vary by state and city, so confirm the current rules or talk to employment counsel before you rely on them.

When to send it

Send the moment W-2s are published, usually in the last two weeks of January. Send a reminder in mid-February for anyone who hasn't logged in.

Before you hit send

Run through this quick check. It takes a minute and catches most of the mistakes that cause follow-up emails.

• Payroll has checked every number in the email against the system.
• The effective date leaves enough time before the payroll cutoff.
• State notice rules for pay changes were checked for each affected state.
• The email doesn't mention anyone else's pay.
• Tax treatment, such as supplemental withholding, is explained in plain words.

Frequently asked questions