Tax season is here—and for many small business owners in the GTA and Simcoe County, it’s not the forms that cause the most stress. It’s the scams. Cybercriminals are already launching targeted W-2 email attacks designed to steal employee data before tax filing begins.

These scams can hit fast, fool even savvy employees, and leave your business cleaning up financial and reputational damage for months. Protecting your team starts with awareness, strong processes, and a clear cybersecurity strategy. That’s why now is the best time to schedule your FREE cybersecurity risk assessment.

How the W-2 Scam Works

This attack starts with an email that looks legitimate. It appears to come from your CEO or an executive—someone with authority—and lands in the inbox of whoever manages payroll or HR. The message looks authentic, sounds urgent, and asks for copies of all employee W-2s.

The email might say:

“Hey, I need all employee W-2s for a meeting with the accountant. Can you send them right away? I’m slammed today.”

It feels routine during tax season. But once those forms are sent, they go straight into the hands of a cybercriminal. That means your employees’ names, SINs, addresses, and salary details are now exposed. From there, criminals can file fake tax returns or open fraudulent credit accounts before anyone notices.

This is exactly why businesses rely on Managed IT Services that monitor and block suspicious emails before they land in your inbox.

Why the W-2 Scam Is So Effective

Cybercriminals use psychology, not just technology. This scam succeeds because it blends urgency, authority, and perfect timing. Most businesses are busy, and employees want to be helpful—especially to the boss. That combination makes verification an afterthought.

Even worse, spoofed domains and AI-generated messages make these emails nearly impossible to spot at a glance. With tax deadlines approaching, people rush to comply without realizing the request is fake. To avoid these traps, companies need to rethink their internal verification policies and train staff to recognize the subtle red flags.

Five Rules to Protect Your Business in 2025

The best defence against tax-season scams isn’t complicated. It’s a mix of awareness, clear rules, and simple technology safeguards. Follow these five steps to stay ahead:

1. Ban Sending W-2s via Email

Never allow payroll or HR to email sensitive employee data—no exceptions. Require secure file transfer or verified in-person requests only.

2. Always Verify Requests Through Another Channel

If a message looks urgent, confirm it with a phone call or in-person chat. Don’t reply to the email, and use known contact details—not what’s in the message.

3. Hold a 10-Minute Tax-Scam Briefing

Take a short team meeting to explain the scam, show real examples, and reinforce the verification process. Awareness is your cheapest form of protection.

4. Require Multi-Factor Authentication (MFA)

MFA blocks criminals even if login details are stolen. It’s one of the simplest, highest-impact cybersecurity layers for any business.

5. Reward Verification

When employees question suspicious requests, praise them. Building a culture that values double-checking over “speed” is how you stop costly mistakes.

Learn more about protecting your systems from the inside out in Believing These 5 Risk Assessment Myths Could Cost Your Business.

The Bigger Picture: What’s Coming Next

The W-2 scam is just the beginning. As we move through 2025, expect new variations of phishing and spoofing schemes disguised as tax software updates, invoices, and CRA communications. Cybercriminals thrive on chaos—and tax season gives them the perfect cover.

That’s why a strong cybersecurity foundation, combined with tools like Cloud Services for secure document handling, can drastically reduce your risk. Businesses that survive these attacks aren’t lucky—they’re prepared.

Ready to Safeguard Your Team Before the Scammers Strike?

Your employees trust you to protect their data, and that starts with locking down the simple vulnerabilities scammers exploit every year. A few proactive steps now can prevent identity theft, lawsuits, and reputational damage later.

MYDWARE IT Solutions helps businesses across the GTA and Simcoe County stay secure with proactive monitoring, training, and cybersecurity policies that stop threats before they spread. Take control this tax season—book your FREE cybersecurity risk assessment now.

Darryl Cresswell
CEO & President
MYDWARE IT Solutions Inc.