Form W-3: Transmittal of Wage and Tax Statements

Summary form that accompanies paper Forms W-2 sent to the Social Security Administration. Its totals must match the combined W-2s and the employer's Forms 941 for the year.

2026 version

Source: Internal Revenue Service (IRS)

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Instructions for filling out Form W-3: Transmittal of Wage and Tax Statements

This template is used for official filing and documentation. Below are detailed instructions for completing, requirement details, and submission rules.

Who needs to fill out this document?

This form is designed for use by legal entities, individuals, or authorized representatives in the following cases:

Employers filing paper W-2s.
Payroll staff reconciling annual wage totals.
Accountants preparing year-end filings for clients.

What you will need before starting

Before filling out the interactive form, prepare the following details and documents:

1. Employer detailsEIN, name, address and kind of payer/employer.

2. W-2 totalsCombined totals of every box across all W-2s.

3. Form 941 totalsFor reconciling wages and withholding for the year.

4. Contact personName, phone and email for SSA questions.

Step-by-step filling process

Select kind of payer and employer: Check boxes b for kind of payer (e.g. 941) and kind of employer.
Enter W-2 count and totals: Total the boxes across all W-2s you are filing.
Reconcile with Forms 941: Make sure wages and withholding match your quarterly returns.
Send with Copy A of W-2s: Mail to SSA by January 31. If you e-file W-2s, no W-3 is needed.

Frequently Asked Questions (FAQ)

Do I need W-3 if I e-file?

No. SSA's Business Services Online creates the transmittal automatically.

Can I file Copy A printed from this PDF?

No. Copy A sent to the IRS (or SSA) must be the official red-ink scannable version or filed electronically. Printable copies are fine for recipients and your records. Businesses filing 10 or more information returns in a year must e-file.

What if totals don't match my 941s?

SSA and the IRS compare them and may send a notice; correct with Forms W-2c/W-3c or 941-X.

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