Mail Paychex W-2s & 1099s — Without Printing or Stuffing
Paychex provides employers with access to W-2 and 1099 tax forms online (via Paychex Flex® for regular payroll clients or the Paychex Oasis® portal for PEO clients). These forms can be downloaded as PDFs, containing each employee’s or contractor’s necessary wage and tax information. Mailform steps in to handle the physical mailing of these documents – quickly, securely, and affordably – so you don’t have to deal with printing or stuffing envelopes yourself.
Whether you use the Paychex Flex admin portal or the Paychex Oasis platform, obtaining your year-end forms is straightforward. Paychex Flex administrators can log in and find all Forms W-2 (and any 1099-NEC forms) under the Tax Documents section of the dashboard, ready to view and download. In fact, Paychex typically makes W-2s available in Flex by the first week of January (for example, 2024 W-2s were accessible on January 3, 2025), well ahead of the IRS deadline. For Paychex Oasis PEO clients, electronic W-2s become accessible around January 20 via the Oasis online portal. (If an Oasis employee doesn’t opt into electronic delivery, Paychex will mail their paper W-2, postmarked by January 31 per IRS guidelines.)
Mailform is perfect for Paychex users who want control over the mailing process – especially if you missed Paychex’s own mailing service window. Employers are required to furnish W-2 forms to employees by January 31 each year (the same deadline applies for distributing 1099-NEC forms to independent contractors). Paychex offers a service to print/mail W-2s on your behalf, but they require you to notify them by late December to use it (for 2025 forms, clients needed to inform their Paychex rep by Dec 31, 2025). If that cutoff passed or you prefer a more cost-effective solution, you can simply download your W-2s and 1099s from Paychex and let Mailform handle the printing and mailing.
Perfect if you:
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Have W-2s/1099s downloaded from Paychex Flex (or generated via Paychex Oasis) and need to send out paper copies
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Want direct control over mailing timing and delivery
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Missed Paychex’s year-end W-2 mailing service deadline
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Prefer lower per-form costs for printing and postage
How It Works with Paychex
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Download W-2/1099 PDFs from Paychex. Export the forms from your Paychex platform. (In Paychex Flex, admins can go to the Tax Documents area and download each employee’s Form W-2 and any 1099 forms. In Paychex Oasis, electronic W-2s are available to registered employees by mid-January; if you have physical copies from Paychex, you can scan them to PDF.) Each form includes the recipient’s address and is formatted for a windowed envelope.
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Upload to Mailform. Visit the Mailform website and upload all the W-2 and 1099 PDF files you downloaded. Our interface is secure and easy – you can upload one or multiple documents in a batch.
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Approve the mailing. Preview the recipients’ addresses and details, then confirm your mailing job. (You’ll see the list of employees/contractors and can double-check that everything looks right before we send.)
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We print and mail for you. Mailform will print each form on high-quality paper and mail it via USPS First Class to the address on the form. We use the address information already on your Paychex form to ensure proper window alignment. You can choose to send using a standard #10 double-window envelope or a sealed pressure mailer for extra confidentiality – both options include postage and tracking.
Pricing
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$1.70 – #10 envelope (double-window, printed and mailed)
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$1.35 – Secure pressure seal mailer
(Pricing is per recipient and includes printing and First Class postage.)
Get Started
Ready to simplify your year-end form mailing? – we’ll take care of printing and mailing your Paychex W-2s and 1099s, so you can focus on running your business without worrying about envelopes and deadlines.
