Payroll
Mail a W-2 online
Need to send a W-2 by mail? Upload a PDF W-2, add sender and recipient addresses, and PostalForm prints and mails it for you.
Published Jan 19, 2026 • Updated Jan 20, 2026
How it works
Upload the W-2 PDF
Export the W-2 from payroll software.
Add addresses
Confirm sender and recipient details.
Choose delivery speed
First Class or Express.
Add Certified Mail (optional)
First Class only, with USPS tracking and optional electronic return receipt.
Checkout
We print and mail through the appropriate mailing provider.
When to mail W-2 forms
Mailing a W-2 is common when:
- A recipient requires a paper copy
- You need a physical record of delivery
- You are sending an amended W-2 or reprint
W-2 mailing checklist
- Confirm the employee mailing address.
- Include all required pages in one PDF.
- Verify year and employee details before upload.
What you get
- • W-2 PDFs printed and mailed
- • carrier handoff with optional Certified Mail tracking and electronic return receipt
- • First Class or Express delivery options
- • Address validation before printing
Pricing is based on page count and print options. You will see the total before you pay.
See pricing
PostalForm U.S. First-Class mailing for one black-and-white document page plus the address page starts at $3.40. Certified Mail adds $8.00; Electronic Return Receipt adds $3.00 to Certified Mail. Your document, print choices, destination, and delivery options determine the checkout total. See the full pricing matrix.
Which mailing option and proof should you choose?
PostalForm offers U.S. letter mailing with different delivery and proof options. First-Class suits routine correspondence; Certified Mail adds mailing and delivery records, and Electronic Return Receipt adds a downloadable signature record. Expedited delivery prioritizes speed. Review the destination, estimated dates, total price, and required proof before paying.
| Mailing option | Delivery speed | Proof | Use when | Avoid when |
|---|---|---|---|---|
| USPS First-Class Mail | First-Class Mail delivery estimate shown before payment. | Available processing scans; no recipient signature or Certified Mail receipt. | Routine letters when a signed delivery record is unnecessary. | Your instructions require Certified Mail, a signature, or a deadline this estimate cannot meet. |
| Certified Mail | First-Class delivery speed; certification does not make delivery faster. | USPS mailing and delivery/attempt tracking; no Electronic Return Receipt unless added. | You need a recorded mailing and delivery or attempted-delivery status. | You need a downloadable signature record or faster delivery. |
| Certified Mail + Electronic Return Receipt | First-Class delivery speed; signature collection may require redelivery or pickup. | Certified Mail records plus a downloadable USPS signature record when available. | Your instructions call for Certified Mail with Return Receipt or you need the signature record. | Your recipient requires an original enclosure, personal service, or another submission method. |
| Expedited / Express with signature | Faster estimated delivery range shown at checkout; production cutoff and destination apply. | Carrier tracking and signature option; this is separate from Certified Mail and ERR. | Speed and signature matter and checkout offers the service for your destination. | A rule specifically requires Certified Mail or the displayed estimate misses your deadline. |
Availability and delivery estimates depend on the document and destination. Mailing proof does not establish that a recipient accepted a filing or that legal service requirements were met. Delivery estimates · Full pricing
Trust
Secure handling
Your PDF is stored securely and used only to print and mail the letter you requested.
Retention and deletion
We keep files only as long as needed for fulfillment, then delete them on a rolling schedule.
Support
Need help? Email support@postalform.com.
FAQs
- Can I mail W-2s in bulk?
- PostalForm is optimized for single mailings today. If you need bulk, contact us.
- Do you offer tracking?
- Yes. Add Certified Mail at checkout (First Class only).
- Can I mail W-2s from payroll software?
- Export a PDF and upload it.
- Where can you mail W-2s?
- PostalForm supports U.S., Canadian, and selected international destination countries.
Ready to send it?
Upload your W-2 PDF and we will handle printing and postal mailing.