Forms W-2 and W-4 are two important documents with very different tax implications. Let’s explore what these forms are, who fills them out, and when you’ll need a W-2 or W-4.
The W-2, or Wage and Tax Statement, summarizes your earnings and taxes withheld during the year. Employers file annually with the Internal Revenue Service (IRS) for each employee who earned $600 or more or who had income taxes withheld, regardless of income.
Important information on Form W-2 includes:
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Total wages, tips and other compensation
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Social Security and Medicare Wages
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Federal income tax withheld
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Social Security and Medicare taxes withheld
Read more: How to Find Your Social Security COLA Increase for 2026
Form W-4, the Employee Withholding Certificate, documents the amount of income taxes you want to withhold from your paychecks, using information such as your tax filing status, credits, and deductions.
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Higher withholdings mean a smaller paycheck, but also a potentially lower tax bill, or refund.
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Lower withholdings mean you’ll take home more, but you may owe when you file your taxes.
Unlike the W-2, the W-4 is completed by the employee and sent to his or her employer, usually through Human Resources.
As an employee, you will need a W-2 to file your income tax return, which is typically due by April 15. The information on the form is used to determine if you owe the IRS or can expect a refund.
You should receive Form W-2 by mail or electronically around January 31, the deadline for employers to file it with the IRS.
The W-4 is available through your employer. Complete a W-4 and send it to your employer whenever you start a new job or have a life event that affects your financial situation and taxable income, such as claiming dependents.
More information: How long should I keep tax documents?
What is the difference between Form W-2 and W-4?
A W-2 summarizes your earnings and taxes paid during the year. The W-4 documents the amount of taxes you want to withhold from your paychecks.
Employers complete a W-2 for each eligible employee. They are also responsible for filing it with the IRS before the deadline. On the other hand, employees fill out a W-4, usually when they start a new job, although it can be updated at any time.
Employees use a W-2 when filing their tax returns. Helps determine if you have a tax liability or are eligible for a refund. You can usually send a W-4 to your employer at any time, whether you want to reduce tax withholding and take home more money per paycheck or increase withholding and reduce your tax bill.