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Sample letter: an employee asks payroll to fix box 2 federal withholding on the 2026 W-2. Sample letter: an employee asks payroll to fix box 2 federal withholding on the 2026 W-2.

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The letter is written. Add the boxes that are wrong and what they should say.

Then. Send it to payroll and keep the date. If nothing by the end of February, call the IRS.

Incorrect W-2 — the correction request is ready

If your Form W-2 is wrong, ask your employer to correct it first. If the corrected form has not arrived by the end of February, the IRS says you can call 800-829-1040. If it still does not come in time to file, you estimate wages and withholding on Form 4852. If a corrected form arrives after you file and the numbers differ, you file Form 1040-X. The letter is below.

Updated: · Next check: 2027-02-07

Incorrect W-2 Opening…
Incorrect W-2: first page
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  • Follow up if no reply (our suggestion)type the date

Working days: Monday to Friday; public holidays are not deducted. Check your own case.

The IRS date to remember: if not fixed by the end of February, call 800-829-1040.

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Compare every box with your final pay stub.

Keep the date you asked your employer.

Full text of the letter

Replace what is in square brackets. It is the same text as the Word file.

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Request for a corrected Form W-2

[YOUR FULL NAME]
[ADDRESS] · [PHONE] · [EMAIL]
Employee ID: [NUMBER, IF ANY]

To: [EMPLOYER NAME], Payroll / Human Resources
[EMPLOYER ADDRESS OR EMAIL]

[DATE]

Subject: Corrected Form W-2 for tax year [YEAR]

I received my Form W-2 for [YEAR] on [DATE]. It has the following errors:

BoxShown on my W-2Correct amount or informationProof
[BOX NUMBER AND NAME][WHAT IT SAYS][WHAT IT SHOULD SAY][PAY STUB OF …, FINAL PAY STUB]
[BOX NUMBER AND NAME][WHAT IT SAYS][WHAT IT SHOULD SAY][PROOF]

Please send me a corrected Form W-2 by [DATE] to the address or email above.

If I do not have it by the end of February, I will contact the IRS, as the IRS advises.

Sincerely,

[YOUR FULL NAME]
Signature: ____________________

For me: if the correction does not come

  • ☐ Asked the employer on [DATE], by [EMAIL / LETTER / IN PERSON]
  • ☐ End of February passed — called the IRS at 800-829-1040 on [DATE]
  • ☐ Ready for the call: name, address with ZIP code, date of birth, SSN or ITIN, employer name, address, phone and EIN if I have it, dates I worked there
  • ☐ If still missing at filing time: Form 4852 with wages and withholding estimated from my final pay stub
  • ☐ If the corrected W-2 arrives after I file and numbers differ: Form 1040-X

Deadlines

The rules, with the source

WhatDeadlineSource
First stepContact your employer and ask for a correctionIRS, Topic no. 154: Form W-2 and Form 1099-R (what to do if incorrect or not received)
If not fixed by the end of FebruaryCall the IRS at 800-829-1040IRS, Topic no. 154: Form W-2 and Form 1099-R (what to do if incorrect or not received)
What the IRS asks forYour name, address with ZIP code, birthdate and taxpayer identification number; the employer’s name, and EIN if you have itIRS, Topic no. 154: Form W-2 and Form 1099-R (what to do if incorrect or not received)
If it still does not arriveEstimate wages and withholding and report them on Form 4852IRS, Topic no. 154: Form W-2 and Form 1099-R (what to do if incorrect or not received)
If it arrives after you fileFile Form 1040-X if the figures differIRS, Topic no. 154: Form W-2 and Form 1099-R (what to do if incorrect or not received)

The IRS contacts the employer and sends you Form 4852 with instructions. Keep your final pay stub: it is the basis for the estimate.

Step by step

What to do, in order

  1. 1

    Compare with your pay stub

    Box by box.

  2. 2

    Write down each error

    What it says and what it should say.

  3. 3

    Send the letter

    Email or letter, keep the date.

  4. 4

    Wait until the end of February

    For the corrected form.

  5. 5

    Call the IRS

    800-829-1040, with your details ready.

  6. 6

    File

    With the corrected form, or Form 4852.

Questions

What do I do if my W-2 is wrong?

Ask your employer to correct it. The IRS says to contact the employer first.

When can I call the IRS?

If the corrected form has not arrived by the end of February.

What is Form 4852?

A substitute form where you estimate wages and withholding if the W-2 does not come in time.

I already filed. Now the corrected W-2 came.

If the numbers differ, file Form 1040-X.

What if I did not get a W-2 at all?

Use the letter for a missing W-2 on our sister page; the IRS steps are the same.

Official sources

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This is a ready letter and general information, not legal or tax advice. The IRS decides your case.