Skip to main content

How to Generate a W-3

Create the W-3 transmittal for your W-2s. You only need to print it if you’re mailing W-2s on paper.

Quick version

  • eFiling your W-2s? The Helper creates and sends the W-3 for you.

  • Mailing W-2 Copy A on paper? Select your W-2s on the Forms page and click Generate Summary Form to print the W-3.


A W-3 is the summary transmittal that goes with your W-2 Copy A forms to the Social Security Administration (SSA). Helper builds it from the totals on the W-2s you select.

Do I need to create a W-3 when I eFile?

No. When you eFile your W-2s federally, Helper totals your boxes and includes the W-3 automatically. There’s nothing extra to do after checkout. See How to eFile a W-3.

If you generate a W-3 for W-2s you’ve already eFiled, it’s marked Record copy. Keep it for your files. Don’t mail it.

Generate and print a W-3

If you mail W-2 Copy A to the SSA, you must include a W-3. Helper doesn’t mail it to the SSA for you, so you print it and send it yourself.

  1. Go to Forms in the left menu.

Forms page in the left menu Forms page in the left menu

  1. Use the Form Types filter and choose W-2 to show only W-2s.

Form Types filter open with W-2 in the list Form Types filter open with W-2 in the list

  1. Check the box next to each W-2 to include. Select only W-2s. If you also select 1099s, Generate Summary Form is unavailable, because a W-3 and a 1096 print on different forms.

W-2 row selected W-2 row selected

  1. Click Generate Summary Form in the bar at the bottom of the screen. The Print W-3 Summary Form page opens. For a single W-2, you can also click Actions on its row and choose Generate Summary Form.

Selection bar with Generate Summary Form Selection bar with Generate Summary Form

  1. Under Print Method, choose Pre-printed IRS forms (required for a W-3 you’ll mail) or Blank sheet (for your records). A W-3 on a blank sheet always prints with a watermark.

Print Method options Print Method options

  1. Under Output, choose Print to send it to your printer, or Download to save a PDF.

Output options Output options

  1. Check the summary next to Print Forms at the bottom of the page. It lists your print method, watermark, and copy type. Then click Print Forms.

Print Forms button Print Forms button

One W-3 per employer: If your W-2s come from more than one issuer, Helper creates a separate W-3 for each one under Summary packages at the top of the page. Each package shows how many W-2s it includes and their total.

Check for warnings before you print:

  • Missing issuer details. If the issuer is missing fields needed on the W-3, the form will print with those boxes empty. Click Open Issuer to fill them in. See the W-3 Information section in How to Add or Edit an Issuer Manually.

  • Incomplete W-2s. If some selected W-2s are still incomplete, finish them first so your totals are right.

Print Forms button Print Forms button

Can I mail a W-3 printed on blank paper?

No. The SSA requires a mailed W-3 to be printed on pre-printed forms with red OCR dropout ink. Plain-ink copies can fail to scan, which can lead to penalties and delays.

That’s why Helper always watermarks a W-3 printed on a blank sheet. Use blank-sheet copies for your records only. See Why can’t I file plain paper printouts of IRS “red ink” forms?

What about a W-3c?

A W-3c goes with corrected W-2c forms. See Creating and Printing a W-3C.

How do I print a W-3 without a watermark?

Under Print Method, choose Pre-printed IRS forms. The summary at the bottom of the page then shows without watermark. A W-3 printed on a Blank sheet always has a watermark. There’s no separate watermark or print access choice when you print a W-3.

Next, mail your W-3 with W-2 Copy A to the SSA. See How and where to file W2 and W3 forms.

Did this answer your question?