Sending W-2 Forms to Employees as low as $1.60:
As an employer, ensuring your employees receive their W-2 forms on time is crucial. W-2 forms must be sent via mail to employees by January 31st each year (IRS guidelines), and missing this deadline can result in penalties:
When to file
You must submit by mail or electronically Copy A of Form(s) W-2 to the SSA with the transmittal Form W-3 by January 31, 2025. Special due dates apply if you have terminated your business.
You must furnish Copies B, C, and 2 of Form W-2 to your employees by January 31, 2025. You'll meet the furnish requirement if the form is properly addressed and mailed on or before the due date. If an employee stops working for you before the end of the year, you may give your former employee Form W-2 any time prior to, but no later than January 31, 2025. If your employee asks for the Form W-2, you must give your employee Copies B, C, and 2 within 30 days of the request or within 30 days of the final wage payment, whichever is later.
There is a better way:
- We provide you with a GDrive link
- You upload your PDF files
- You relax and wait to receive a proof and preview
- You pay from $2.50 to $1.70 per envelope depending on volume (50% cheaper than most Payroll providers)
- Use the Contact us link or email support@mailform.io today!
Whether you're a small business or managing a large workforce, Mailform.io can save you about 8 hours of admin work per 100 employees and thousands of dollars!
How Mailform.io Can Help:
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Fast and Reliable Mailing Service With Mailform.io, you can send W-2 forms directly to your employees in just a few clicks. Simply upload your documents, specify the address you'll be sending it to and we’ll take care of the rest. Our efficient mailing system ensures that the forms are properly addressed, printed, and mailed on time, so you can meet your January 31st deadline without hassle.
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Electronic Copies for Future Retrieval Not only do we handle the physical mailing of W-2 forms, but Mailform.io also securely stores electronic copies of the documents. This means that if you or your employees ever need to retrieve a W-2 form in the future, you can easily access the exact file and mailing details through our platform. No more worrying about misplaced forms or reprinting—your records are safe and always accessible.
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Compliance Made Easy Mailform.io ensures that all W-2 forms are printed in compliance with IRS regulations. We take care to provide clear and legible forms without logos, slogans, or advertisements, making sure your employees understand the importance of the documents for tax reporting purposes.
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Simple and User-Friendly Our platform is designed to be user-friendly, allowing employers of all sizes to easily upload, manage, and mail their W-2 forms without needing any special software. Whether you're sending forms to a few employees or thousands, Mailform.io makes the process seamless.
- Integration Either provide us with the W-2 forms and a list of addresses, or ask us if you'd like us to get the data for you from your tax software provider.
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Keep Your Focus on Your Business Let Mailform.io take the burden of mailing W-2 forms off your plate. With our secure, reliable service, you can focus on running your business while we handle the logistics of ensuring your employees receive their important tax documents.
Get Started Today
Avoid the stress of mailing W-2 forms at the last minute. Use Mailform.io to handle all your W-2 mailing needs, and rest easy knowing we’ll get it handed over to the USPS and keep electronic copies on file for future retrieval. Sign up today or call us for more info.
Important Notes about W-2 Requirements
Critical Filing Requirements: SSA and State Alongside sending copies of W-2 forms to employees, it’s likely even more important to electronically file W-2 forms with the Social Security Administration (SSA) by January 31st. If you're required to file with the SSA electronically, this step is vital to remain compliant and avoid penalties.
Sending Gusto W2's
Download, print, and mail forms yourself
Download a mail-friendly packet of all your employees’ Forms W-2.
This specific packet does not include the employer-copy (Copy D) of Forms W-2. To download a full packet that includes the employer copy for records, follow the instructions in the dropdown below.
- Sign in to your admin profile.
- Click the Taxes & Compliance section and select Tax documents.
- Click the W-2s tab.
- Click the Distribute 202X W-2s button.
- This button will only be available once the form packages are final. It will not be available when forms are still drafts.
- Click I'd like to download and distribute them on my own.
- Review how to build your tax form packet and click Continue.
- Select all employees whose forms you want included in the mailable packet.
- We’ll email you when your packet is ready to download, and you’ll find it on your Documents page in a new row. You can also try refreshing this page in a few minutes—once it’s ready, you’ll see a link to download on the right.
- When it’s ready, click the download icon
- Send that downloaded file to support@mailform.io and we will do the rest
