The Ultimate Guide to W2 Form PDF [2024]

June 12, 2023 4.3K views

Looking for a W2 sample PDF to fill out but don't know where to find it? Look no further! Our informative article has all the answers you need. Discover the source of W2 sample PDFs and learn the easy steps to edit them effectively. Get ready to overcome your challenges and gain the knowledge you seek by diving into this article now!

Part 1: What is W2 Form PDF

The W-2 Form is an important document used for reporting employee wages and tax withholding to the Internal Revenue Service (IRS) in the United States. It provides a summary of an employee's annual earnings and the taxes withheld by their employer, including income tax, Social Security tax, and Medicare tax. The IRS provides a standard W-2 Form in PDF format

W-2 2023

Part 2: What are W2 Form PDF Used for

The W-2 Form in PDF format is used for several purposes related to tax reporting and compliance. Here are some key uses:

  1. Reporting your annual income and taxes withheld by your employer.

  2. Filing accurate tax returns.

  3. Allowing the IRS to verify your tax payments.

  4. Providing information about Social Security and Medicare wages and taxes.

W-2 2023

Part 3: W2 Form PDF Sample

To fill out a W-2 Form, follow these steps:

1. Obtain the W-2 Form: You can download the official W-2 Form from the IRS website or obtain it from your employer.

2. Provide Employer and Employee Information: Enter your employer's name, address, and Employer Identification Number (EIN). Also, include your name, address, and Social Security Number (SSN).

3. Enter Wage and Tax Information:

  • Box 1: Report your total taxable wages, salaries, and tips for the year.

  • Box 2: Enter the federal income tax withheld from your wages.

  • Box 3: Report your total wages subject to Social Security tax.

  • Box 4: Enter the amount of Social Security tax withheld.

  • Box 5: Report your total wages subject to Medicare tax.

  • Box 6: Enter the amount of Medicare tax withheld.

  • Box 7: Provide any tips you received that were not included in Box 1.

  • Box 8: If applicable, enter allocated tips.

  • Box 10: Report any dependent care benefits provided by your employer.

  • Box 12: This box may include various codes indicating additional information, such as retirement plan contributions or special tax treatments.

  • Boxes 13-20: These boxes may include state and local tax information. Fill them out if required by your state or locality.

4. Review and Double-Check: Ensure that all the information you have entered is accurate and matches your records. Mistakes could lead to errors in your tax filing.

5. Submit Copies: Distribute the copies of the W-2 Form as follows:

  • Copy A: Send Copy A (with Form W-3) to the Social Security Administration (SSA).

  • Copy 1: Provide Copy 1 to your state, city, or local tax department, if applicable.

  • Copy B, C, and 2: Give these copies to the employee for their tax records.

W-2 2023 sample

To better understand how to fill out the W2 form, it is helpful to have a sample for reference. You can find an official sample W2 form PDF provided by the IRS at the following link:

Part 4: Which Tool Can You Use-WPS Office

WPS Office is a user-friendly office suite that includes tools for creating, editing, and managing documents. It has a word processor, spreadsheet editor, and presentation creator. With its PDF editing feature, you can open and fill out W-2 Forms easily. It supports various file formats and offers cloud integration, making it accessible across different devices.

Pros of WPS Office's PDF editing function:

  • User-Friendly Interface

  • Advanced Editing Tools

  • Compatibility with Various File Formats

  • Cloud Integration

  • Cross-Platform Support

Cons of WPS Office's PDF editing function:

  • Limited Advanced Features

  • Compatibility Issues with Complex PDFs

  • Less Responsive Customer Support

Steps to edit the W2 form PDF using WPS Office:

Step 1. Download the IRS Form W-2 from the official IRS website.

W-2 downloads

W-2 save

Step 2. Install WPS Office on your computer and open page 2 of the downloaded form.

W-2 fill information

Step 3. Type in the required information into the form fields.\

W-2 add text

Step 4. Save the form, sign it digitally or print and sign it, and send it to your employer.

WPS Office: Use Word, Excel, and PPT for FREE, No Ads.


Q1: What is the difference between the IRS Form W-2 and IRS Form W-4?

The IRS Form W-2 and IRS Form W-4 serve different purposes in relation to income tax reporting. Here are the key differences between the two forms:

IRS Form W-2

IRS Form W-4





Reports employee's wages, tips, and taxes withheld

Determines federal income tax withholding





Submitted to IRS and provided to employees by employers

Kept on file by the employer


Employers file annually by January 31st

Employees can update at any time when personal or financial situation changes

Q2: Can I print a blank W-2 form?

Yes, you can print a blank W-2 form. The Internal Revenue Service (IRS) provides printable versions of the W-2 form on their official website. You can visit the IRS website and search for Form W-2, then download and print the blank form.

Q3: Can I print a W-2 online?

Yes, you can print a W-2 form online. You can typically access and print your W-2 form through your employer's online portal or payroll service provider. Additionally, the IRS offers an online service called "Get Transcript" where you can view and print your tax documents, including W-2 forms. Some tax preparation software also allows you to import your W-2 information and generate printable copies of your W-2 form. If you're unsure, it's best to check with your employer or refer to the instructions provided by your payroll service or tax preparation software.


In this comprehensive guide, we have covered everything you need to know about obtaining a W2 form PDF for the year 2023. From understanding the purpose of the form to accessing official samples and learning how to fill it out accurately, you now have all the information at your fingertips. Additionally, we introduced WPS Office as a valuable tool for editing the W2 form PDF. With the help of this guide, you can confidently navigate the process of filling out and submitting your W2 form.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.