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PRINTABLE CHECKLIST
Every wire. Every time. No exceptions for "urgent."
Wire fraud prevention checklist for escrow and title offices
Most stolen closing funds trace back to one skipped step: someone trusted an email instead of calling a known number. Print this checklist, post it at every desk that touches money, and make it the written rule your office follows on every wire.
✓ Escrow, title, real estate and lending★ San Bernardino County
The rule in one sentence
- Never send, change or accept wiring instructions based on email, text or a phone number in a message. Confirm by calling a number you already had on file, and write down that you did.
Before sending any wire
- Wiring instructions came from a trusted source at the start of the file, not from a recent email.
- Called the recipient at a phone number already in the file or from an independent source, not from the email or document.
- Confirmed the bank name, account number and routing number out loud, digit by digit.
- Name on the account matches the person or company being paid.
- A second person reviewed and approved the wire.
- Callback details logged: date, time, number called, who answered, who verified.
If instructions change
- Stop. A change is the top warning sign of fraud.
- Call the party at the original known number. Never use the new number in the message.
- Get supervisor approval before any changed instructions are used.
- Document the change and the verification in the file.
Incoming funds from buyers
- Give buyers your wiring instructions in person or by a secure portal at the start, and tell them they will never change.
- Tell buyers to call your office at a known number before they send money.
- Call the buyer to confirm their wire was sent and the amount.
Seller payoffs and proceeds
- Verify the seller's identity, especially on vacant land or properties with no mortgage, where seller impersonation is common.
- Confirm payoff instructions directly with the lender at a known number.
- Be cautious with sellers who only communicate by email or text and avoid video or in person meetings.
Red flags
⚠"New account"Any last minute change to where money goes.
⏳PressureUrgency, secrecy or "the closing will fall apart."
📧Look-alike emailOne letter off in the sender's domain.
🎤Voice or video doubtsAI can fake a familiar voice or face. Hang up and call back.
If money was sent to the wrong account
- Call your bank right away and ask for a wire recall. Hours matter.
- Report to the FBI at ic3.gov with the wire details.
- Notify your underwriter, insurer and the parties to the transaction.
- Have your IT provider check email accounts for a break in.
Written procedures and ALTA
The American Land Title Association's Best Practices call for written procedures to protect funds and nonpublic personal information, and lenders and underwriters often ask for proof. This checklist can be the core of your written wire procedure, along with security training and protected email.
How WENO protects escrow and title offices
1. Lock down emailMFA, impersonation protection and SPF, DKIM and DMARC. See Microsoft 365 security.
2. Network protectionA WatchGuard® firewall with filtering that blocks known phishing sites.
3. Staff trainingShort sessions on wire fraud, deepfakes and look-alike emails. See phishing training.
4. Proof for reviewersRecords of training and security settings for underwriters, lenders and insurers.
One phone call protects the whole closing.We secure the email and train the people who move the money.
Secure our officeSources
General information, not legal advice. Follow your underwriter's and company's written procedures.