You can offer 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:
Subject Line: Electronic W-2 Option Available
Hi {Employee},
You have the option to receive your [year] W-2 electronically. If you’d prefer a digital version instead of a paper copy, you’ll need to give your consent by [date].
Here’s how to do that:
Log in to your employee portal: www.mypatriot.com
In the left menu, click “W-2 Forms.”
Choose your preference:
Option 1: Consent to electronic delivery only. You won’t receive a paper copy.
Option 2: Keep receiving a paper copy. You’ll still be able to view the PDF online.
If you select the electronic-only option, a PDF version of your W-2 will be available to view and download in your portal. You’ll also receive an email notification when it’s ready.
You can review the full IRS-required consent notice before submitting your selection.
If you have any questions, please contact __________.
Thanks,
[Your Company/ HR Team]