Form W-2, Wage and Tax Statement, reports an employee's yearly earnings and the taxes withheld from them.
If you want to fill out Form W/2 and submit it with ease, pdf.net enables you to complete it online and download it to your computer or phone.
W2 Form
2026
Monthly top‑searched
Official IRS form
AI filler
supported
Filed annually
Trusted by accountants
How to Fill Out Form W-2
- Open the printable Form W-2
- Enter your EIN, name, and address (boxes b–c)
- Add the employee's name, SSN, and address
- Fill out the details about wages and taxes (boxes 1–6)
- Complete state, local, and box 12 details
- Review, then download your copy
What Is Form W-2 Used For?
IRS Form W-2 is used for reporting employees’ wages, tips, and other compensation, along with federal income, Social Security, and Medicare taxes withheld during the year. Employers file it with the Social Security Administration (SSA), and employees use their copies to prepare their tax returns.
Who Should Use Form W-2?
Employers should use Form W-2 for each employee whose pay meets the reporting requirements. For 2026, this includes employees paid $2,000 or more, even if no federal income, Social Security, or Medicare tax was withheld.
Filing is also required below that amount if those taxes were withheld, or income tax would have been withheld under the applicable Form W-4 rules.
When Is Form W-2 Due?
For tax year 2026, Form W-2 is due by February 1, 2027, because January 31 falls on a Sunday. Employers can request separate extensions using Form 8809 for SSA filing and Form 15397 for employee copies, but approval is not automatic.
What Happens If Form W-2 Is Not Submitted?
For forms due in 2027, Form W-2 penalties generally range from $60 per form filed correctly within 30 days after the deadline to $340 per form for nonfiling or filing after August 1. Additionally, intentional disregard carries a penalty of at least $690 per form, with no maximum.
Furthermore, separate penalties can apply for failing to furnish correct employee copies, but reasonable-cause relief may be available.
How and Where Do I File Form W-2?
Employers file Form W-2 electronically with the SSA through Business Services Online. E-filing is generally a must when they must file at least 10 information returns in total, including W-2s and other covered forms, unless an applicable waiver or exemption applies.
If paper filing is permitted, you should submit an official scannable Copy A or an approved substitute with Form W-3. The best bet is to follow the official Form W-2 instructions for acceptable paper forms.
How to Get Your Form W-2
1Open the editable Form W-2
2Enter employee, wage, and tax details
3Download Form W-2 to your device
Related Forms
Form W-3
Form W-3 is a document used to transmit Copy A of Forms W-2, Wage and Tax Statement, to the IRS.You can find a printable Form W-3 in our PDF Forms hub, where you can easily open it in our editor and customize it according to your needs. This way, you’re saving time and getting your form ready much more swiftly.
Form W-4
IRS Form W-4 informs the employer of the correct federal income tax to withhold from the employee’s paycheck.On pdf.net, you can now select a fillable tax form, open it in our PDF editor, and enter the information directly in the fields; once you complete it, you can save your W-4 and submit it to your employer.
Form 1040
A Form 1040 is the IRS tax return used to report your annual income, calculate taxable income, claim credits and deductions, and determine whether you owe taxes or will receive a refund.Access our 1040 fillable form online and handle your tax return without a hassle. You can enter your income, deductions, and credits easily, review the details, and download a completed copy ready to print and mail.
Form 941
Form 941 is a quarterly IRS form employers use to report payroll taxes.Download a blank Form 941 or complete it online in minutes. This fillable tax form comes with clear instructions, making tax filing quite simple.
Form I-9
Employers use Form I-9 to verify the identity and employment authorization of their employees, whether they are U.S. citizens or noncitizens.Fill out our editable Form I-9 online by simply typing the required information directly into the empty slots. Once that’s done, download the form to your device.
Frequently asked questions
#1. How do I get a blank Form W-2?
You can get a blank Form W-2 from the IRS or pdf.net. Either way, you can fill it out online with pdf.net and submit it.
#2. Can I submit the Form W-2 electronically?
Yes, you can submit Form W-2 electronically. Employers e-file with the SSA through Business Services Online, which creates Form W-3 transmittal automatically, and its W-2 Online service handles up to 50 forms at a time; filing 10 or more returns requires e-filing.
#3. What if my Form W-2 is missing information?
If your Form W-2 is missing information, you should contact your employer. A completed Form W-2 example can help explain the boxes, but some may correctly remain blank. If the employer has already filed the form with the SSA, corrections generally require Form W-2c and Form W-3c. If it has not yet been filed, the employer can prepare a replacement W-2 and provide corrected employee copies.
#4. Can I fill out my Form W-2 online?
Yes, you can fill out Form W-2 online with our editor: type into the fields, review, and download. Copies B, C, and 2 can be printed and given to employees, but Copy A for the SSA must be e-filed instead.
#5. Is this form free?
Yes, Form W-2 is free to open and modify according to your needs. However, downloading it isn’t free and requires a subscription.
#6. Can I correct mistakes on Form W-2?
Yes, you can correct mistakes on Form W-2. If the W-2 has already been filed with the SSA, employers generally submit Form W-2c with Form W-3c and provide corrected employee copies. Before SSA filing, employers can prepare a replacement W-2. An incorrect address alone does not require filing Form W-2c with the SSA; the employer can provide a corrected or properly delivered employee copy.
#7. How long does it take to process Form W-2?
Processing time for Form W-2 varies. The SSA generally processes electronic W-2 wage files within a few days, although processing can take up to 30 days and incomplete or incorrect information may cause further delays. Employers can check their submission’s status through SSA Business Services Online.