Write Your Year-End W-2 Announcement Email

What You'll Get

A complete company-wide email announcing W-2 availability, explaining how to access them, and answering the most common W-2 questions before employees ask.

The Prompt

Write a company-wide email announcing that W-2s are now available for [tax year]. Include: (1) where employees can access their electronic W-2 ([portal name/URL]), (2) when paper copies will be mailed if applicable, (3) the IRS deadline for W-2 distribution (January 31), (4) how to request a correction if something looks wrong, (5) who to contact with questions ([name/email/extension]). Keep it friendly, clear, and under 250 words.

Tips

Name your specific payroll portal in the prompt (ADP Self-Service, Paychex Flex, etc.) so the AI can include the exact access instructions. Send this before employees start asking — proactive communication in early January cuts inquiry volume significantly.