How to Get a P45 From a Previous Employer

Whether you’re decided on leaving your current job or just considering seeking new career opportunities, it’s useful to know how to get a P45 and why having one is important.

Amidst the variety of other similarly-named forms, such as the P46 and the P60, it may not be immediately obvious what makes the P45 different.

But because it’s important to understand what a P45 is and its purpose, we’ve detailed everything you need to know about P45s in this blog.

Whether you’re decided on leaving your current job or just considering seeking new career opportunities, it’s useful to know how to get a P45 and why having one is important.

Amidst the variety of other similarly-named forms, such as the P46 and the P60, it may not be immediately obvious what makes the P45 different.

But because it’s important to understand what a P45 is and its purpose, we’ve detailed everything you need to know about P45s in this blog.

A P45 is typically divided into four different parts: Part 1, Part 1A, Part 2, and Part 3. Part 1 is sent to HMRC, Part 1A you keep for yourself, and Parts 2 and 3 are passed to your new employer. 

Each section ensures that your national insurance, pay-to-date, and income tax records are correctly transferred. Understanding these divisions is important, as it shows how your tax information is shared between you, your employer, and HMRC.

A P45 is a standardised document so each one you receive will contain the same information. The form will include the following details:

• The date your employment started and ended
• Employer details
• Your tax code
• Student loan repayment details (if applicable)
• The total amount you’ve earned while you were employed
• The total amount of tax you paid while you were employed
• Your full name and address
• Your National Insurance number
• Your pay-to-date and tax-to-date figures, which confirm exactly how much you’ve earned and paid in the current tax year

It is important to check this information carefully. Errors can lead to problems with your payroll system and may even affect the amount of tax deducted in your new role.

A P45 is valid until the end of the tax year that it was issued in, but it can be kept past that date.

Common recommendations are that you keep your P45 tax form for 22 months from the end of the tax year that it was issued, although you may keep it longer for your records. They can be useful to prove your income and tax paid, and can be used as proof of your national insurance number if needed.

A P45 should be automatically issued by your employer through their payroll system, so you shouldn’t need to request one at the end of your employment. As they are an official document that you have to receive, this should be a straightforward procedure for your employer to provide you with one. 

If you do not receive a P45 at the end of your employment, you should contact your employer and request one, ensuring they fulfil their employer P45 responsibilities.

Your employer should always provide you with a P45, even if you were fired or made redundant. In these circumstances, the P45 should contain the same information as it would if you had quit the role. 

Keeping hold of this document will also be important when looking for new jobs, and if applying for benefits.

Just like in any other situation where your employment has ended, you should get a P45 upon retirement.

The information on your P45 for a new job can be used by your pension provider to decide on the correct tax code for when you make withdrawals from your pension.

A P45 should be issued whenever an employee leaves employment. Ideally it should be handed to them on their last day but practically this isn’t always possible, such as if they are on holiday or if an external payroll provider is being used.

In many cases, a P45 will be issued once the latest payroll process run has been completed so that all details can be easily confirmed as correct. However, the employee should be advised if it is expected to take more than a few days after the end of their employment for them to receive the HMRC P45 process document.

If any information is incorrect when you obtain a P45, such as a wrong address on your P45 or an incorrect National Insurance number, you should promptly contact your employer’s payroll team to request an amendment. Employers are responsible for ensuring the accuracy of the information provided on a P45.

For issues such as an incorrect P45 where the tax code is wrong, you will need to contact HMRC directly. They can verify and update your tax code to ensure it aligns with your current employment circumstances.

If you have lost a P45, then you can request one directly from your past employer. They should be able to provide you with a replacement P45, especially if they had originally sent an electronic version.

If your employer uses a digital payroll system, you may be able to access and download your P45 online. Speak to your HR or payroll department to find out if this is an option.

In some cases, they may not be able to provide you with a replacement P45, especially if your employment with them was a long time ago. This will usually be because they sent you a paper version, although this is less common now.

Employers are prohibited from amending or duplicating P45s due to the sensitive information they contain. However, it is still worth contacting them to check.

If you’ve contacted your past employer to request a P45 and they haven’t been able to provide you with one, then you can’t get a replacement P45. If you are starting new employment, then there are other documents and information that you can give to your new employer instead.

Employers are legally required to issue a P45 when employment ends. If your previous employer refuses to provide one, you should escalate the matter to HMRC, who can enforce compliance.

If you are starting a job and don’t have a P45 to give to your new employer, you can complete a starter checklist (previously known as a P46). Your employer will provide you with everything you need to know about completing this form, but you can also read more about P46s here.

If a new employee does not have a P45, they can instead provide a P46 (now known as a starter checklist after the P46 has been abolished ). The employer should request this form as it serves a similar purpose to a P45.

The details needed to complete the P46 help the payroll team to put the employer on the correct tax code from as soon as they get their first pay. For more employee tax form guidance, consult your employer’s HR team or look into UK payroll forms provided by HMRC.

If you don’t provide your new employer with a P45, you may be placed on an emergency tax code such as W1, M1, or X. These are temporary measures that can result in higher income tax deductions until your correct details are received by HMRC. 

Submitting your P45 promptly helps avoid overpayment and ensures your payroll system uses the right tax code.

A P45 and a P60 are both HMRC documents, but they serve different purposes. The key differences are:

• Timing: A P45 is issued when you leave a job, while a P60 is provided at the end of the tax year.
• Content: A P45 shows your pay and income tax up to your leaving date; a P60 summarises your total pay, income tax, and national insurance for the full year.
• Use: A P45 is used by your next employer to apply the correct tax code; a P60 is used for records, loan applications, or when claiming tax refunds.
• Recipients: A P45 is split into multiple parts for HMRC, you, and your new employer; a P60 is given directly to you by your employer.

In addition to starting new jobs, a P45 can also be required when applying for benefits at Jobcentre Plus. The form ensures your earnings and income tax history are correctly recorded, helping to avoid delays in claims.