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Email Security Best Practices for Real Estate Appraisers

· 3 min read
Chase Pursley
Chase Pursley
Founder of Appraisal Inbox

Real estate appraisers handle sensitive client information and financial data, making email security a top priority. Here are the 12 best practices for email security for appraisers:

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1. Use Password Management Software​

Use password management software to securely store and generate complex passwords for your email accounts. These tools can help you avoid using weak or reused passwords, which are common vulnerabilities exploited by hackers.

2. Enable Two-Factor Authentication​

Two-factor authentication adds an extra layer of security by requiring a second form of verification, such as a code sent to your phone or a biometric scan, in addition to your password. This makes it much harder for hackers to gain unauthorized access to your email account.

Be wary of suspicious links and attachments in emails, especially from unknown senders. These can be phishing attempts or malware designed to steal your data. Always verify the sender's identity and ensure the link or attachment is legitimate before clicking or opening.

4. Use Encryption​

Use email encryption to protect sensitive information. This scrambles the data so that only the intended recipient can read it. Consider using services that offer end-to-end encryption for your emails.

5. Regularly Update Software​

Keep your email client and operating system up to date with the latest security patches. Outdated software can leave you vulnerable to known security exploits.

6. Use Secure Email Services​

Choose email services that prioritize security and offer robust protection features. Look for services that use encryption, two-factor authentication, and have a good track record of protecting user data.

7. Monitor Your Account​

Regularly check your email account for suspicious activity. Look for signs of unauthorized access, such as unfamiliar login locations or changes to your account settings.

8. Educate Yourself​

Stay informed about the latest email security threats and best practices. Regularly read up on cybersecurity news and tips to stay ahead of potential threats.

9. Use Spam Filters​

Use spam filters to reduce the amount of malicious emails that reach your inbox. These filters can help block phishing attempts and other malicious emails.

10. Backup Your Data​

Regularly backup your email data to prevent loss in case of a security breach or technical issue. Use secure backup methods to protect your data.

11. Use AdBlockers​

Use AdBlockers to prevent malicious ads from loading in your email client or web browser. These ads can sometimes contain malware or tracking scripts that can compromise your security.

12. Use Antivirus Software​

Use reputable antivirus software to protect your computer and email client from malware and viruses. Keep the software up to date with the latest virus definitions to ensure you have protection against the latest threats. This can help prevent email-borne malware from infecting your system and compromising your email security.

By following these best practices, you can significantly improve the security of your email communications and protect your clients' sensitive information.

Additional Tips for Real Estate Appraisers​

  • Use Secure File Sharing: When sharing appraisal reports or other sensitive documents, use secure file sharing services that offer encryption and access controls.
  • Verify Sender Identity: Always verify the identity of the sender before responding to emails, especially those requesting sensitive information.
  • Use Professional Email Services: Consider using professional email services designed for businesses, which often offer enhanced security features.

By taking these steps, you can ensure that your email communications are secure and compliant with industry standards, protecting both your appraisal business and your clients.