Resend a W2

andreapgn445 — Mon, 23 Feb 2026 12:22:20 GMT

Hello community.

As employers, we have a payroll service provider.

We realized that in one of the W2s, the address is incomplete, therefore, probably that former employee will not receive his W2.

I have some doubts about that:

1. Should we send it again by mail ourselves as employers, even though our payroll provider already sent it?
2. Is there a special procedure to resend a W2? Like mark it as copy or something?
3. Will we have any penalty for sending it again, after January 31?

He has online access to his W2, but we've tried to contact this ex-employee to see if he was able to download it, but we haven't heard back, so we thought we'd better send it again to avoid any issues.

Re: Resend a W2

JamesG1 — Thu, 16 Feb 2023 22:21:00 GMT

(1) Sending a replacement to the correct address is the proper thing to do. Hopefully, the employee will appreciate the extra care that you took to get the W-2 to him or her.

(2) I would not correct the W-2 address or issue a formal correction. I would correct the address in the payroll records and write a note to accompany the W-2. Put a copy of the note in the employee paper file should the matter come up again.

(3) There should be no penalty.

@andreapgn445

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Resend a W2

Re: Resend a W2