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IRSOther IRS Forms (7000–9999)

Official form guide

Form 8453-WH: 8453-WH

Form 8453‑WH is the IRS e‑file Signature Authorization for a W‑2 filing. It is attached to a paper filing when a payroll sponsor submits W‑2 information electronically but must provide a signed paper signature.

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Form Overview

IRS Form 8453-WH - 8453-WH

Form 8453‑WH is the IRS e‑file Signature Authorization for a W‑2 filing. It is attached to a paper filing when a payroll sponsor submits W‑2 information electronically but must provide a signed paper signature.

The form captures the employer’s name, EIN, tax year, and a handwritten signature confirming the accuracy of the electronic W‑2 data.

Risk Radar

Scan points
  • 1A single missing signature can reject the whole W‑2 filing.
  • 2Missing signature
  • 3Wrong tax year entered
  • 4Incorrect EIN
  • 5Using the wrong mailing address

Plain English

When a company files its employees’ W‑2s through the IRS e‑file system, the IRS still needs a physical signature on a short form. Form 8453‑WH is that paper signature sheet. You print it, sign it, and send it with the rest of the filing.

Submission Date

  • Filing date: 2023-01-06 22:10:48
  • Preparation window: collect IDs, supporting records, and signatures in advance.
  • Final review: verify names, dates, and required fields before submission.

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Glossary Terms

physicalpaper

Hover a term to preview the meaning.

What this form is for

  • Use when you file W‑2s electronically and need a paper signature.
  • Do not use for paper‑only W‑2 filings; use Form W‑2 directly.
  • If you file other payroll forms (e.g., 1099‑NEC), check Form 8453‑NEC instead.

Form selector

Use this form or another form?

Paper‑only W‑2 filing

No electronic signature needed

✓ Verify filing method

Form W‑2

Electronic filing of 1099‑NEC

Different signature form

✓ Use correct 8453 variant

Form 8453‑NEC

Deadline or filing window

The form must be mailed so that the IRS receives it by the W‑2 filing deadline, generally January 31 of the year following the tax year. If mailed after that date, the batch may be rejected and penalties could apply.

Checklist

What you need before filling it out

1

Employer name and EIN

Business tax return or payroll records · Form W‑2 box b

⚠ Wrong EIN entered✕ High
2

Tax year

Calendar year of wages · W‑2 box a

⚠ Using prior year✕ Medium
3

Signature

Handwritten ink signature · Physical form

⚠ Typed name only✕ High

Before you submit

  1. 1PDF version matches current edition date
  2. 2All required fields are filled in
  3. 3EIN matches employer records
  4. 4Tax year is correct
  5. 5Signature is handwritten and legible
  6. 6Form is printed on white 8.5" x 11" paper
  7. 7Form is attached to the electronic batch cover sheet
  8. 8Mailing envelope includes correct IRS address
  9. 9Postage paid and dated before deadline
  10. 10Retain a copy of the signed form for records

How to file this form

  1. 1Download the latest Form 8453‑WH PDF from IRS.gov.
  2. 2Enter employer name, address, EIN, and tax year.
  3. 3Print the completed form on plain paper.
  4. 4Sign in the authorized signature box with ink.
  5. 5Attach the signed form to the electronic W‑2 transmittal cover sheet.
  6. 6Place the package in an envelope with the correct IRS mailing address.
  7. 7Mail via a trackable service before the filing deadline.

Known limitations

  1. 1The form does not collect employee data; it only authorizes the electronic submission.
  2. 2IRS does not provide an online validation tool for the PDF.
  3. 3If the PDF is corrupted, the IRS may reject the entire batch.
  4. 4No fee schedule is published; assume no fee unless IRS notifies otherwise.

Field map

Compact field-by-field guide

6 fields

General Info

2 items

Taxpayer Name and TIN

Full legal name and taxpayer identification number (SSN or EIN).

Requiredtext
Address

Current mailing address.

Requiredtext

Details

2 items

Required Information

Complete all applicable sections of this form according to the official IRS instructions.

Requiredtext
Amount (if applicable)

Enter the relevant dollar amount if this form involves tax calculation.

amount

Certification

1 items

Certification Statement

Read and acknowledge any certifications required by this form.

Requiredcheckbox

Signatures

1 items

Signature

Sign and date. Unsigned forms cannot be processed.

Requiredsignature
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Current form status
IRS

Form 8453‑WH is currently active for the 2024 tax year. The IRS updates the PDF annually; verify the edition date before printing.

What changed or needs a fresh check

  • Edition date – confirm the PDF is the current year’s version
  • Fee – none required for Form 8453‑WH
  • Mailing address – use the address in the latest IRS e‑file instructions
  • Signature line – must be handwritten, not typed
  • Paper size – print on standard 8.5" x 11" white paper

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Form 8453-WH page 1

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Form 8453-WH page 2

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Quick Facts

Employers or authorized payroll service providers who file W‑2s electronically.
The form captures the employer’s name, EIN, tax year, and a handwritten signature confirming the accuracy of the electronic W‑2 data.
It is filed at the same time as the electronic W‑2 transmission, typically by the employer’s filing deadline (January 31 of the following year).
Mail the completed form to the address listed in the IRS e‑file instructions for Form 8453‑WH, usually the same processing center used for the electronic W‑2 batch.
An unsigned or incorrectly completed Form 8453‑WH invalidates the entire W‑2 batch, causing processing delays and possible penalties.
1. Download the PDF from the IRS website. 2. Fill in employer information and tax year. 3. Print the form on plain paper. 4. Sign in the designated box. 5. Attach the signed form to the transmittal cover sheet and mail it to the IRS address provided in the e‑file instructions.

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After you file

  1. 1Keep a scanned copy of the signed Form 8453‑WH.
  2. 2Record the mailing date and tracking number.
  3. 3Verify receipt by checking the IRS acknowledgment of the W‑2 batch.
  4. 4Watch for any rejection notices and correct errors promptly.
  5. 5Store the form with other payroll year‑end records for at least three years.

Sources

  • SRCIRS.gov Form 8453‑WH PDFconfirms purpose and fields
  • SRCIRS Publication 15‑Coutlines electronic filing requirements for W‑2s
  • SRCIRS e‑file instructionsprovide mailing address for Form 8453‑WH
  • SRCIRS deadline guidanceW‑2 filing due Jan 31
  • SRCNot found in provided source: fee information (assumed none)
  • SRCNot found in provided source: exact processing center address (varies by year)

Common confusion points

Form 8453‑WH vs. Form 8453 – The plain 8453 is for other returns; WH is specific to W‑2s. Check the form title.

Electronic vs. paper W‑2 filing – Only electronic filings need 8453‑WH. Use paper W‑2s directly if not e‑filing.

Signature type – Typed names are not accepted; use a pen.

Mailing address – The address varies by processing center; use the one in the current e‑file instructions.

Edition date – An older PDF may lack required fields. Verify the date on the form.

Workflow map

Related forms and next steps

4 signals

Before

Gather employee W‑2 data and complete electronic W‑2 batch

Current

8453-WH

After

IRS acknowledgment of W‑2 batch receipt

Often used with

Form 8453 (general e‑file signature) only for other return types

⚠ If something goes wrong

  • Receive IRS rejection notice – review signature and address, then resubmit corrected Form 8453‑WH

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Source transparency

Copyright & Licensing - US Government Forms

Independent guide

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Public DomainCreated by the U.S. federal government. Not subject to copyright (17 USC § 105). Freely copyable without restriction.
Public DomainCreated by the U.S. federal government. Not subject to copyright (17 USC § 105). Freely copyable without restriction.
Public DomainCreated by the U.S. federal government. Not subject to copyright (17 USC § 105). Freely copyable without restriction.
Public DomainCreated by the U.S. federal government. Not subject to copyright (17 USC § 105). Freely copyable without restriction.
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