Escrow Fraud Prevention Guide: Protect Client & Title Company Security

The final stages of a real estate transaction—especially the movement of funds during escrow—are prime targets for increasingly sophisticated fraudsters. A successful escrow fraud incident can be financially devastating for clients and cause lasting reputational damage for title and escrow companies. Understanding how real estate wire fraud happens, the tactics used, and how to prevent them is essential to maintaining title company security and safeguarding your clients’ most valuable transactions.

Understanding the Enemy: Common Escrow Fraud Tactics

Fraudsters exploit the complexity and urgency of closings using a variety of cunning tactics. Here are the most prevalent threats associated with escrow fraud:

• Business Email Compromise (BEC) / Email Account Compromise (EAC): This leading form of real estate wire fraud involves scammers accessing an email account of someone in the transaction chain. They monitor conversations and send fake emails with altered wiring instructions to redirect funds.
• Seller Impersonation Fraud: Especially common with vacant land or non-owner-occupied properties. Fraudsters impersonate the seller, using forged IDs to list and "sell" the property, diverting closing proceeds.
• Lender or Broker Impersonation: Criminals may pose as a lender or broker, sending false payoff statements or last-minute disbursement changes.
• Phishing Scams: Used to trick parties into revealing credentials for email, banking, or closing portals. These open the door for deeper fraud.
• Look-Alike Portals/Websites: Scammers create fake title company websites or login pages to capture credentials or redirect payments. This undermines title company security if not identified in time.

Red Flags: Early Warning Signs of Escrow Fraud

Train your team and educate your clients to recognize the following signs of escrow fraud:

• Sudden changes to wiring instructions
• Pressure to act urgently
• Unusual sender email addresses or writing styles
• Requests for sensitive info via unsecured channels
• Inconsistent or mismatched transaction details
• Communication exclusively via email or text
• Inability to verbally verify payment changes

Fortifying Your Defenses: Best Practices for Escrow Fraud Prevention

Protecting your clients from real estate wire fraud requires a multi-layered, proactive strategy:

• Always Independently Verify Instructions
  

  Confirm wiring details by calling a known, trusted number (not one provided in a suspicious message).

  Verbally confirm all instructions: recipient name, account number, bank name, and amount.

• Use Secure Communication Channels
  

  Use encrypted, white-labeled client portals to exchange sensitive data. Ensure these platforms align with your title company security standards and are clearly branded to establish trust.

• Train Staff Continuously
  

  Educate all team members on common fraud tactics, red flags, and how to verify instructions securely.

• Implement Multi-Factor Authentication (MFA)
  

  Enforce MFA on internal email accounts, closing software, and other sensitive systems. 

• Educate Clients
  

  From day one, explain how your company will communicate wiring instructions and warn about escrow fraud risks. Make it clear that you will never change wiring instructions at the last minute.

• Leveraging Advanced Technology: CloseSimple’s Fraud Protection Suite
  

  To go beyond basic defenses, companies need powerful tools that actively prevent escrow fraud. Solutions like CloseSimple offer integrated technology that strengthens title company security through:

  • Early Risk Detection: Files are passively scanned for potential risks at order opening.

  • AI-Powered ID Verification: Biometric and document verification for high-risk cases (like seller impersonation).

  • Secure Wiring Instructions: A trusted portal ensures only verified parties receive and confirm instructions.

  These systems not only stop threats early; they also preserve trust and streamline workflows.

• Define Your Internal Protocols
  

  Every title company should have well-documented, enforced protocols:

  • Require verbal verification for any change in disbursement details.

  • Develop an escalation process if a fraud attempt is suspected.

  • Create an incident response plan (including immediate bank and FBI notification procedures).

Staying Ahead of the Threat

Escrow fraud continues to evolve, but you can stay ahead. Combining vigilant processes, constant education, and advanced technology (like CloseSimple’s fraud protection suite) gives you the tools to preserve title company security and protect your clients from real estate wire fraud. 

Learn more about our fraud protection solutions today.