What steps can I take to stop someone from spoofing my email address?

Summary

Combating email spoofing involves a multi-faceted approach. Implementing SPF, DKIM, and DMARC with a 'reject' policy is crucial, though DMARC doesn't protect the Reply-To address. Regularly monitor DMARC reports to detect unauthorized senders. Secure website forms and prevent email list scraping. Train employees and educate customers on identifying spoofed emails. Monitor domain reputation using tools like Google Postmaster Tools and consider implementing BIMI. Employ subdomains, a dedicated IP address, and monitor security breaches. Report incidents to authorities and consider DNSSEC and MTA-STS. If DMARC is set correctly, the responsibility falls on receiving domains to honour the policy.

Key findings

  • Email Authentication: SPF, DKIM, and DMARC are essential for authenticating email and setting policies.
  • DMARC Limitations: DMARC does not protect the Reply-To address.
  • Monitoring and Reporting: Regularly monitor DMARC reports and report spoofing incidents to authorities.
  • Website Security: Secure website forms and prevent email list scraping.
  • Education: Train employees and educate customers on identifying spoofed emails.
  • Reputation Monitoring: Monitor domain reputation using tools like Google Postmaster Tools.
  • Brand Indicators: Implement BIMI to help recipients identify legitimate emails.
  • Network Segmentation: Employ subdomains to isolate the impact of spoofing attacks.
  • IP Reputation: Using a dedicated IP address can improve domain reputation.
  • Breach Awareness: Monitor security breaches and data dumps.
  • DNS Security: Implement DNSSEC for added DNS record security.
  • Transport Layer Security: Using MTA-STS enforce TLS encryption for SMTP connections
  • Receiving Domain Responsibility: With DMARC setup correctly, receiving domains are responsible for policy enforcement.

Key considerations

  • Holistic Approach: A combination of technical measures, education, and monitoring is needed.
  • Technical Complexity: Implementing these measures can be technically complex.
  • Ongoing Effort: Requires continuous monitoring, maintenance, and adaptation.
  • Reply-To Handling: Address the vulnerability of the Reply-To address using alternative methods.
  • DMARC Impact: Be aware of the impact of a 'reject' DMARC policy on legitimate emails and monitor accordingly.

What email marketers say
11Marketer opinions

To combat email spoofing, implement strong authentication measures such as SPF, DKIM, and DMARC with a strict 'reject' policy. Regularly monitor DMARC reports to identify unauthorized senders and spoofing attempts. Train employees to recognize spoofed emails and report incidents. Proactively prevent email list scraping on your website using CAPTCHAs and rate limiting. Monitor your domain's reputation using tools like Google Postmaster Tools. Consider implementing BIMI to display your brand logo in supporting inboxes, and use subdomains to isolate the impact of attacks. Using a dedicated IP and monitoring for security breaches are beneficial. Remember that DMARC does not protect the Reply-To address.

Key opinions

  • Authentication: SPF, DKIM, and DMARC with p=reject are crucial for email authentication and policy enforcement.
  • DMARC Monitoring: Regular DMARC report analysis is essential for identifying unauthorized senders and potential spoofing.
  • Employee Training: Educating employees on identifying spoofed emails is vital to prevent phishing attacks.
  • Prevention: Preventing email list scraping through CAPTCHAs and rate limiting reduces spoofing risks.
  • Reputation: Monitoring domain reputation helps identify malicious use of your domain.
  • Brand Indicators: BIMI can help users identify legitimate emails from your domain.
  • Subdomains: Using subdomains isolates the impact of spoofing and simplifies security policy implementation.
  • Dedicated IP: A dedicated IP address can improve domain reputation and identify spoofing.
  • Breach Monitoring: Monitoring for data breaches can identify compromised accounts used for spoofing.
  • Reply-To: DMARC does not protect the Reply-To address; other measures might be needed.

Key considerations

  • DMARC Policy: Setting a DMARC policy to 'reject' is essential but requires careful monitoring to avoid blocking legitimate emails.
  • Comprehensive Approach: A multi-layered approach combining technical measures, employee training, and monitoring is most effective.
  • Ongoing Monitoring: Email spoofing is an evolving threat; continuous monitoring and adaptation are crucial.
  • Customer Awareness: Informing customers about potential spoofing helps them protect themselves and your brand.
  • Resource Allocation: Implementing and maintaining these measures requires dedicated resources and expertise.
Marketer view

Email marketer from MXToolbox shares monitoring your domain's reputation with services like Google Postmaster Tools can help you identify if your domain is being used for malicious purposes and take steps to mitigate the damage.

October 2021 - MXToolbox
Marketer view

Email marketer from EasyDMARC explains using subdomains for different email purposes (e.g., marketing, transactional) can help isolate the impact of spoofing attacks and make it easier to implement security policies.

October 2022 - EasyDMARC
Marketer view

Marketer from Email Geeks explains if DMARC policy is at p=reject, and proper authentication is in place, there might not be much more to do. The responsibility then falls on receiving domains to validate DMARC and respect the set policy.

July 2021 - Email Geeks
Marketer view

Email marketer from Email Marketing Forum shares implementing BIMI can help display your brand logo next to your emails in supporting inboxes. This can help recipients identify legitimate emails from your domain and distinguish them from spoofed emails.

June 2021 - Email Marketing Forum
Marketer view

Email marketer from Reddit shares reporting spoofing incidents to organizations like the Anti-Phishing Working Group (APWG) can help them track and combat these attacks.

October 2023 - Reddit
Marketer view

Email marketer from Valimail shares regularly monitoring DMARC reports provides insights into who is sending emails on behalf of your domain and whether they are passing authentication checks. These reports can help you identify and address spoofing attempts.

May 2023 - Valimail
Marketer view

Email marketer from Proofpoint shares training employees to recognize the signs of email spoofing can help prevent them from falling victim to phishing attacks that use your spoofed domain.

December 2021 - Proofpoint
Marketer view

Marketer from Email Geeks clarifies that DMARC won't protect against the use of the domain in the Reply-To address.

January 2023 - Email Geeks
Marketer view

Email marketer from SendGrid shares monitoring security breaches and data dumps for leaked email addresses and passwords can help you identify compromised accounts that could be used for spoofing attacks.

March 2024 - SendGrid
Marketer view

Email marketer from Mailjet recommends implementing measures to prevent email list scraping on your website can help reduce the risk of your email addresses being used for spoofing attacks. Using captchas and rate limiting on forms.

July 2022 - Mailjet
Marketer view

Email marketer from ZeroBounce suggests using a dedicated IP address for sending emails can help improve your domain's reputation and make it easier to identify and address spoofing attempts.

May 2023 - ZeroBounce

What the experts say
4Expert opinions

Experts recommend several steps to combat email spoofing. Firstly, secure your website's forms to prevent spammers from abusing them to send authenticated spam. Secondly, report email spoofing incidents to government agencies like the FTC or IC3. Additionally, advise your customers about the possibility of email spoofing and educate them on how to identify suspicious emails. Finally, implement DMARC to protect your domain from spoofing and phishing attacks.

Key opinions

  • Form Security: Securing website forms prevents spammers from using them as a spam vector.
  • Reporting Incidents: Reporting spoofing incidents to government agencies helps track and combat these attacks.
  • Customer Education: Educating customers on identifying suspicious emails protects them from phishing.
  • DMARC Implementation: DMARC is a primary tool for preventing email spoofing and phishing attacks.

Key considerations

  • Website Security: Regularly audit and update website security to prevent form abuse.
  • Clear Communication: Provide clear and concise information to customers about email spoofing risks.
  • DMARC Setup: Properly configure and monitor DMARC to ensure effective protection.
  • Legal Action: Understand the legal implications and steps for reporting and addressing spoofing incidents.
Expert view

Expert from Spam Resource explains that you can report email spoofing incidents to government agencies like the FTC (Federal Trade Commission) or the FBI’s Internet Crime Complaint Center (IC3).

July 2021 - Spam Resource
Expert view

Expert from Spam Resource shares advising your customers about the possibility of email spoofing and how to identify suspicious emails can help protect them from phishing attacks that use your spoofed domain. This can be done through website announcements, social media posts, or email newsletters.

October 2021 - Spam Resource
Expert view

Expert from Email Geeks shares awareness of spammers abusing forms, using the 'share with a friend' function to send authenticated spam. Suggests checking site security to prevent being used as a spam vector.

March 2022 - Email Geeks
Expert view

Expert from Word to the Wise highlights that DMARC (Domain-based Message Authentication, Reporting & Conformance) is the primary tool to help prevent email spoofing and phishing attacks by enabling domain owners to protect their brand and domain.

March 2022 - Word to the Wise

What the documentation says
5Technical articles

Technical documentation highlights several key steps to prevent email spoofing. SPF records authorize sending sources for your domain, DKIM adds a digital signature for message integrity, and DMARC builds on these by defining handling policies for failed authentication. DNSSEC secures DNS records against tampering, while MTA-STS enforces TLS encryption for SMTP connections. Implementing these measures in your DNS settings and email platform configurations is crucial.

Key findings

  • SPF Records: SPF records authorize IP addresses and domains to send emails on your behalf.
  • DKIM Signatures: DKIM adds a digital signature to ensure message integrity and domain authenticity.
  • DMARC Policies: DMARC specifies how receiving servers should handle emails failing authentication.
  • DNSSEC Security: DNSSEC secures DNS records to prevent tampering and DNS-based spoofing.
  • MTA-STS Encryption: MTA-STS enforces TLS encryption for SMTP connections, enhancing security in transit.

Key considerations

  • DNS Configuration: Proper configuration of SPF, DKIM, and DMARC in DNS settings is essential.
  • Email Platform Settings: Enable DKIM signing and other security features in your email platform.
  • Complexity: Implementing these measures can be technically complex and may require expert assistance.
  • Compatibility: Ensure compatibility and proper implementation across different email providers and systems.
  • Ongoing Maintenance: Regularly review and update configurations to adapt to evolving threats.
Technical article

Documentation from DMARC.org explains DMARC builds upon SPF and DKIM by allowing you to specify how receiving servers should handle emails that fail authentication checks (e.g., reject, quarantine). Implement a DMARC policy in your domain's DNS settings.

June 2024 - DMARC.org
Technical article

Documentation from RFC Editor explains MTA-STS (Mail Transfer Agent Strict Transport Security) is a mechanism enabling mail service providers (MSPs) to declare their ability to receive TLS 1.2 or higher encrypted SMTP connections and for sending MTAs to discover and enforce such policies.

May 2024 - RFC Editor
Technical article

Documentation from Google Workspace Admin Help explains to use an SPF record, which lists all the IP addresses and domains that are authorized to send emails on behalf of your domain. Receiving servers use this record to verify if a message comes from an authorized source. Create an SPF record in your domain's DNS settings.

November 2022 - Google Workspace Admin Help
Technical article

Documentation from Microsoft Support shares DKIM, which adds a digital signature to outgoing emails. This signature can be verified by receiving servers to confirm the message wasn't altered during transit and that it truly came from your domain. Enable DKIM signing in your email platform's settings.

March 2023 - Microsoft Support
Technical article

Documentation from Cloudflare shares DNSSEC adds a layer of security to your DNS records, making it more difficult for attackers to tamper with them. This can help prevent DNS-based spoofing attacks.

February 2022 - Cloudflare