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Communicating the Electronic W-2 Feature to Your Employees

Patriot Software offers electronic W-2 Forms to be delivered to employees through their employee portal. Here is a sample communication letter you can customize to send to employees to notify them of the electronic W-2 feature.

If your employees are new to the employee portal software, see this introductory sample communication: Communicating the Employee Portal To Your Employees.

Feel free to customize this as an email or letter for your own use:

Sample Letter to Employees

Dear {Employee},

We are pleased to offer electronic delivery of your W-2 for [year]. Your W-2 will be available for viewing and downloading in PDF format by logging into your employee portal. In order to receive your W-2 electronically instead of a paper copy, you will need to give your consent before [date].

· Login to your employee portal now at

· In the left menu, click “W-2 Forms.

·In order to only receive an electronic copy of your W-2, select the first option. This means you will not receive a paper copy of your W-2. The full IRS-required consent notice is available for you to view.

· If you wish to still receive a paper copy, keep the second option selected.

Note that an electronic PDF version will still be available for you to view, regardless of which option you choose. You will receive an email notification when your W-2 is available for viewing by January 31st, and will be able to download and save the PDF from the “W-2 Forms” page.

If you have any questions, please contact ________.

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