Can w2 be mailed in regular envelope

According to the IRS, W-2 forms can be mailed in a regular envelope, but there are some specific requirements to ensure timely and secure delivery:

  1. Use a secure envelope: Use a sturdy, secure envelope that can withstand normal postal handling. Avoid using envelopes with windows or those that are prone to tearing.
  2. Use the correct postage: Ensure you affix the correct postage to the envelope. The IRS recommends using a first-class mail stamp or a certified mail stamp.
  3. Include the recipient's address: Make sure to include the recipient's correct address on the envelope. Use the same address format as the IRS uses on their forms (e.g., "John Doe, 123 Main St, Anytown, CA 12345").
  4. Use a legible label: Use a legible label or sticker with the recipient's name and address on the envelope.
  5. Avoid using special handling: Do not use special handling requests, such as "Do Not Bend" or "Fragile," as these can delay delivery.
  6. Check with the recipient: If you're unsure about the recipient's preferred method of delivery, check with them to ensure they can receive the W-2 form in a regular envelope.

Additionally, the IRS recommends using certified mail or registered mail to ensure delivery and proof of delivery. This can be especially important if you're mailing W-2 forms to employees who may not be readily available to receive them.

Remember to always follow the IRS guidelines and regulations when mailing W-2 forms to ensure compliance and avoid any potential issues.