Print & Mail W2 Forms to Your Employees — On Time, Every Time
Upload your W2 or 1099 PDFs. We automatically extract addresses, print IRS-compliant forms, and mail them directly to your employees before the February deadline.
Key Benefits
| Benefit | Description |
|---|---|
| Save Hours of Manual Work | No more printing, stuffing envelopes, or trips to the post office. Upload once, we handle the rest. |
| Meet IRS Deadlines | Forms mailed by February 2, 2026 meet federal requirements. We help you stay compliant. |
| Automatic Address Extraction | Our system reads W2 and 1099 forms and extracts employee addresses — no manual data entry. |
| Professional & Compliant | Clean, logo-free forms in pressure-sealed envelopes that employees will trust and recognize. |
| Bulk Processing | Send 10 or 10,000 W2s in a single upload. Scale without the overhead. |
Get Started for Free, or visit our Payroll Center
How It Works
Step 1: Upload Your Tax Forms
Drag and drop your W2 or 1099 PDF files. Upload from your computer or import directly from Google Drive, OneDrive, Dropbox, or Box. We accept bulk uploads with multiple forms per file.
Step 2: We Extract & Verify Addresses
Our system automatically reads employee names and addresses from your tax forms. Review the extracted data, make edits if needed, and confirm your return address.
Step 3: Choose Your Mailing Options
Select your preferences:
- Print type: Single-sided or double-sided, black & white or color
- Envelope: Pressure-sealed for security and a professional appearance
Step 4: We Print & Mail
We print your forms, stuff them in envelopes, and mail via USPS. Track delivery status for every envelope.
IRS Compliance & Deadlines
Important: February 2, 2026 Deadline
Under IRS rules, employers must furnish Copies B, C, and 2 of Form W-2 to employees by February 2, 2026. You meet the "furnish" requirement if the form is properly addressed and mailed on or before the due date.
Early Termination of Employment
If employment ends before December 31, 2025, you may furnish copies to the employee at any time after employment ends, but no later than February 2, 2026.
Employee Requests
If an employee requests Form W-2, you must provide completed copies within:
- 30 days of the request, or
- 30 days of the final wage payment
Whichever is later.
Acceptable Form Formats
You may furnish Forms W-2 to employees on:
- IRS official forms
- Acceptable substitute forms (must comply with Pub. 1141)
All Forms W-2 provided to employees must be clear and legible.
Logo & Advertising Restrictions
IRS Notice: Forms W-2 and envelopes containing Forms W-2 that include logos, slogans, and advertisements may be considered suspicious or altered ("questionable Forms W-2").
The IRS prohibits logos, slogans, and advertising on:
- Form W-3
- Copy A of Form W-2
- Any employee copies reporting wages
- Envelopes containing these documents
Why this matters: Employees may not recognize the importance or legitimacy of their W-2 for tax reporting if it contains marketing materials. Our service delivers clean, compliant forms that employees will trust.
Extension Requests
You may request an extension of time to furnish Forms W-2 by faxing a completed, signed Form 15397 (Application for Extension of Time to Furnish Recipient Statements).
Key requirements:
- Submit Form 15397 on or before the February 2 deadline
- Extensions are not automatically granted
- If approved, extensions are typically 15 days (up to 30 days in clearly justified cases)
Why Employers Choose Us
| Feature | Benefit |
|---|---|
| Automatic Address Extraction | No manual data entry. We read your W2/1099 PDFs and pull recipient addresses automatically. |
| IRS-Compliant Output | Clean forms without logos or ads — exactly what the IRS requires. |
| Pressure-Sealed Envelopes | Secure, professional appearance. No need for separate envelope stuffing. |
| Cloud Integration | Import directly from Google Drive, OneDrive, Dropbox, and Box. |
| Bulk Processing | Upload hundreds of forms in one PDF. We split and mail each page individually. |
| Real-Time Tracking | Know when each envelope is mailed and delivered. |
| Secure Handling | Your tax documents are encrypted and handled with care. |
Pricing is simple $ 1.57 cents for pressure sealed forms and $1.70 for #10 Envelopes.
Price includes printing, postage, and mailing. No hidden fees.
Get Started
Sign up and Create a Company if you do not already have one!
Frequently Asked Questions
What file formats do you accept?
We accept PDF files containing W2 or 1099 forms. You can upload a single PDF with multiple forms — we'll split them automatically.
How do you extract addresses?
Our system uses OCR and form-specific parsing to read employee names and addresses from standard W2 and 1099 layouts. You can review and edit any extracted data before mailing.
When will my forms be mailed?
Forms are typically printed and mailed within 1-2 business days of order completion. For guaranteed delivery by February 2, we recommend submitting your order by January 25.
Can I track my mailings?
Envelopes are sent via USPS First Class Mail which does not come with tracking.
Are my documents secure?
Yes. All uploads are encrypted in transit and at rest. We delete your files after processing unless you choose to retain them.
Contact Us
Have questions about volume pricing, custom integrations, or enterprise needs?
Email: support@mailform.io. Or use the contact form to schedule a call with our team.
