By Cyber Safe Security
Real estate offices are a goldmine for cybercriminals. Between wire transfers, closing documents, and the steady flow of sensitive client data, your inbox is one of the most valuable — and vulnerable — parts of your business. Phishing emails are the most common way hackers get in, and they’ve gotten very good at looking legitimate.
Here are five signs that a phishing email may be targeting your office — and what to do about it.
1. The Sender’s Email Address Looks “Almost Right”
Phishing emails rarely come from obviously fake addresses. Instead, criminals register domains that look nearly identical to the real thing — swapping one letter, adding a word, or using a different extension.
What to watch for:
support@titlecompany-secure.cominstead ofsupport@titlecompany.comclosing@firstamerican-docs.netinstead of a verified First American domain- Your own company’s name with a slight misspelling
The rule: Before clicking anything, hover over the sender’s name to reveal the actual email address. If it doesn’t exactly match what you’d expect, treat it as suspicious.
2. There’s Sudden Urgency Around a Wire Transfer or Closing
Criminals know that real estate closings run on tight deadlines. They use that pressure against you. Phishing emails in real estate often create a false sense of emergency to make you act before you think.
Red flag phrases to watch for:
- “Wire instructions have changed — please update immediately”
- “Closing is at risk — send funds to this account today”
- “Your client is waiting — resend the authorization now”
The rule: Legitimate title companies and lenders will never ask you to change wire instructions by email alone. Always verify by calling a known phone number — not the one listed in the email.
3. The Email Asks You to Click a Link or Open an Attachment
This is the most classic phishing move, and it still works. A link or attachment in a phishing email can install malware, steal your login credentials, or silently give a hacker access to your inbox.
What to watch for:
- Links that don’t match the company they claim to be from
- Unexpected attachments labeled “Closing Docs,” “Wire Instructions,” or “Contract Update”
- Buttons that say “Verify Your Account” or “Sign In to Continue”
The rule: If you weren’t expecting a document or link, confirm with the sender by phone before opening it. One click can compromise your entire office.
4. The Email Contains Small but Unusual Errors
Professional organizations proofread their communications. Phishing emails often contain subtle signs that something is off — odd phrasing, mismatched logos, or formatting that doesn’t look quite right.
What to watch for:
- Greetings like “Dear Valued Agent” instead of your name
- Grammar that feels slightly off or overly formal
- A logo that looks stretched, pixelated, or slightly different than usual
- A signature block with missing or inconsistent contact information
The rule: Trust your instincts. If something feels slightly off, it probably is. Take an extra 60 seconds to verify before responding.
5. You’re Being Asked to Bypass Your Normal Process
Hackers who have been monitoring your email — a tactic known as Business Email Compromise — learn how your office operates. Then they craft messages that mimic your workflow but ask you to skip a step “just this once.”
Examples:
- “The client asked us to skip the usual verification call this time”
- “The broker approved this directly — no need to loop in the title company”
- “We need you to handle this outside the normal system today”
The rule: Your normal process exists for a reason. Any request to bypass it — no matter who it appears to come from — is a red flag that warrants a phone call to verify.
What to Do If You Suspect a Phishing Email
- Do not click any links or open any attachments.
- Do not reply to the email.
- Call the sender directly using a phone number you already have on file.
- Report it to your office manager or IT/cybersecurity provider immediately.
- Delete the email after reporting it.
Your Inbox Is a Front Door — Keep It Locked
Phishing attacks succeed because they’re designed to look normal under pressure. The best defense is a combination of awareness, verification habits, and a cybersecurity partner who monitors your environment around the clock.
At Cyber Safe Security, we help real estate offices, title companies, and mortgage brokers in Orlando and beyond stay one step ahead of the threats targeting their industry. From email monitoring to employee training, we make cybersecurity simple — so you can focus on closing deals, not cleaning up breaches.
Ready to protect your office? Contact us today.
Cyber Safe Security | Orlando, FL | cybersafesecurity.com