How to Manage and Protect Against Spam Email for REALTORS®

Spam email is more than just an annoyance—it clutters inboxes, slows down web servers, and wastes valuable time and resources. As email scams and phishing attempts grow more sophisticated, REALTORS® must stay vigilant to protect themselves and their clients from potential threats while ensuring their own email communications comply with legal standards like the CAN-SPAM Act.

Here’s a comprehensive guide to managing spam, spotting scams, and ensuring compliance with email marketing regulations.

The Growing Threat of Spam Emails

Spam emails have surged by 30% in recent years, and the real estate industry is a frequent target for fraudsters. These malicious actors often impersonate official organizations, including real estate associations or even NAR (National Association of REALTORS®), to trick professionals into sharing sensitive information.

Why REALTORS® Are Targeted

• High-Value Transactions: Real estate deals involve significant sums of money, making REALTORS® prime targets for phishing and financial scams.
• Frequent Email Use: REALTORS® rely heavily on email for client communication, making them more exposed to unsolicited messages and phishing attempts.
• Publicly Available Information: REALTORS®’ contact information is often listed publicly, making it easier for scammers to reach out.

Reducing Unwanted Emails

While completely eliminating spam is impossible, REALTORS® can adopt proactive strategies to minimize its impact:

1. Use a Professional Email Filter

Invest in advanced spam filters that block unwanted emails before they reach your inbox. Tools like Google Workspace or Microsoft 365 come equipped with robust spam filtering capabilities.

2. Avoid Publicizing Your Email

Limit the exposure of your email address online. Use contact forms on your website instead of directly listing your email address to reduce the chances of it being scraped by bots.

3. Be Selective When Sharing Your Email

Share your email address only with trusted parties. Avoid using your professional email for subscriptions or non-essential sign-ups.

4. Enable Multi-Factor Authentication (MFA)

MFA adds an additional layer of security, ensuring that even if your email credentials are compromised, unauthorized access can be prevented.

Spotting and Preventing Phishing Scams

Phishing scams are a common form of cyberattack where fraudsters send fake emails to steal sensitive information like passwords or account numbers. REALTORS® are often targeted with messages impersonating clients, lenders, or even their own organizations.

Warning Signs of a Phishing Email

• Suspicious Sender: Check the sender’s email address for inconsistencies or unusual domains.
• Urgent Language: Scammers often create a sense of urgency, such as threatening account suspension or urging immediate action.
• Unexpected Attachments: Be cautious of unsolicited attachments or links, especially those that claim to require urgent attention.
• Generic Greetings: Legitimate emails are more likely to address you personally, while phishing emails often use generic terms like “Dear User.”

How to Protect Yourself

• Verify Requests: Confirm any unusual or unexpected requests by contacting the sender through a trusted channel, not the email itself.
• Hover Over Links: Check the URL of links in emails by hovering your cursor over them. Avoid clicking if the URL looks suspicious or unfamiliar.
• Educate Your Team: Conduct regular training sessions to ensure your team knows how to recognize and report phishing attempts.

Reporting Phishing Attempts

• Internal IT Team: Forward suspicious emails to your IT department for investigation.
• Authorities: Report phishing attempts to the Federal Trade Commission (FTC) at reportphishing@apwg.org.

Compliance with the CAN-SPAM Act

If you’re using email as part of your marketing strategy to reach clients, compliance with the CAN-SPAM Act is not optional. Enacted in 2003, this law establishes rules for commercial emails and provides recipients with the right to stop receiving them.

Key Requirements of the CAN-SPAM Act

1. No Deceptive Subject Lines: The subject line must accurately reflect the email’s content.
2. Clear Identification: Clearly indicate that the message is an advertisement.
3. Provide a Physical Address: Include a valid postal address in your emails.
4. Opt-Out Mechanism: Offer recipients a simple way to opt out of receiving future emails.
5. Prompt Action on Opt-Out Requests: Process opt-out requests within 10 business days.

Ensuring Compliance

• Use Email Marketing Platforms: Tools like Mailchimp or Constant Contact automate compliance, including opt-out functionality and footer details.
• Segment Your Audience: Avoid blanket messaging and target specific audiences with relevant content to improve engagement and reduce complaints.
• Monitor Your Campaigns: Regularly review email analytics to ensure your campaigns meet legal and ethical standards.

The Role of NAR in Combating Spam and Email Fraud

The National Association of REALTORS® (NAR) actively supports efforts to combat fraudulent, misleading, and abusive emailing practices. REALTORS® can access resources, training, and support from NAR to enhance email security and compliance.

Best Practices for REALTORS®

• Regularly update your email security protocols to stay ahead of evolving threats.
• Participate in NAR webinars and workshops on cybersecurity and compliance.
• Use NAR-endorsed tools and resources for email marketing and spam prevention.

Stay Secure and Compliant

Unwanted emails may never completely go away, but REALTORS® can take practical steps to reduce spam, prevent phishing attacks, and maintain compliance with legal standards like the CAN-SPAM Act. By implementing robust security measures and staying informed, you can protect yourself, your clients, and your reputation.

Ready to strengthen your email practices? Explore the latest tools and resources offered by industry organizations to stay ahead of cyber threats and ensure compliance.