How to Spot and Avoid Them

That urgent DocuSign email in your inbox might not be what it seems. While millions of legitimate documents are signed through DocuSign daily, scammers have mastered mimicking these essential business communications. Their goal? To steal your sensitive information or infect your device with malware. Recent FBI data shows DocuSign-themed phishing attacks have surged 300% since 2021, with thousands of people falling victim to these increasingly sophisticated scams.

Behind each fraudulent email lies a simple truth: cybercriminals bet on our trust in familiar brands and our instinct to respond quickly to business communications. Let’s break down exactly what these scams look like, how they work, and the concrete steps you can take to protect yourself when handling DocuSign emails – whether you’re signing a new job offer or reviewing a client contract.

The surge in phishing attacks

Phishing attacks have become one of the most common forms of cybercrime today. The FBI’s Internet Crime Complaint Center (IC3) reported that Americans lost over $54 million to phishing scams in 2020, a significant increase from previous years.

Furthermore, the Anti-Phishing Working Group (APWG) observed that phishing attacks doubled in 2020 compared to 2019, reaching unprecedented levels.

This rise is partly due to the expanded use of digital communication platforms, providing more opportunities for cybercriminals to exploit unsuspecting users.

What are DocuSign phishing emails?

DocuSign phishing emails are fraudulent messages that impersonate legitimate communications from DocuSign, a widely used electronic signature service. These emails typically prompt you to sign a document or verify your account. Their primary goal is to deceive you into clicking malicious links or attachments, leading to compromised personal information or the installation of malware.

These scams are particularly effective because they exploit users’ trust in familiar services. An unexpected email from DocuSign might seem plausible, especially if you’re used to receiving documents for signature through the platform.

How DocuSign phishing emails operate

Cybercriminals employ sophisticated techniques to make their phishing emails appear authentic:

1. Imitating official designs: The emails often use DocuSign’s logos, color schemes, and formatting to mimic official correspondence.
2. Creating urgency: Messages may contain urgent language, such as “Your document is ready for signature” or “Action required: Document pending,” to prompt immediate action.
3. Using malicious links or attachments: The email includes links that lead to fake login pages or downloads containing malware, such as spyware.
4. Spoofing email addresses: They might use email addresses that closely resemble official DocuSign addresses, making discrepancies harder to spot. For example, an email might come from notifications@docus1gn.com instead of notifications@docusign.com, with a subtle change that’s easy to miss.

How to spot DocuSign phishing emails

Identifying phishing emails is your first line of defense. Here are some tips to help you spot a fraudulent DocuSign email:

• Inspect the sender’s email address: Look closely at the email address for misspellings or unusual domains.
• Examine the email content: Be wary of poor grammar, spelling errors, or generic greetings like “Dear Customer.”
• Hover over links before clicking: Before clicking any link, hover your cursor over it to see the actual URL. Do not click if it looks suspicious or doesn’t match DocuSign’s official domain.
• Be cautious of unexpected requests: If you’re being asked to provide personal information, verify your account, or take urgent action that you weren’t anticipating, proceed with caution.
• Ensure a secure connection: Legitimate DocuSign documents will open in a secure HTTPS website. Look for “https://” at the beginning of the URL and a padlock icon in the address bar.

How to protect yourself from phishing attacks

Safeguarding yourself involves staying informed and taking proactive measures:

1. Verify before taking action: If you receive an unexpected DocuSign email, verify its legitimacy by contacting the sender through a trusted method.
2. Use strong, unique passwords: Employ unique passwords for different accounts to prevent a breach in one service from affecting others.
3. Enable multi-factor authentication (MFA): MFA adds an extra layer of security by requiring a second verification form to access your account.
4. Keep your software updated: Regular updates patch security vulnerabilities in your operating system and applications.
5. Install reputable security software: Use antivirus and anti-phishing software that can detect and block malicious emails and websites.
6. Educate yourself and others: Stay informed about common phishing tactics. The more you know, the better equipped you’ll be to identify and avoid scams.

Steps to take if you fall victim

If you suspect you’ve interacted with a phishing email:

• Change your passwords immediately: Update your DocuSign password and other accounts that might be affected.
• Enable MFA if you haven’t already: Adding this security layer can prevent unauthorized access even if your password is compromised.
• Scan your device for malware: Use antivirus software to check for and remove any malicious software.
• Report the incident: Forward the phishing email to spam@docusign.com. Reporting helps DocuSign take action against the scammers.
• Monitor your accounts: Keep an eye on your financial statements and credit reports for any unusual activity.

DocuSign’s efforts to combat phishing

DocuSign takes a proactive stance against phishing attempts through multiple security layers. Their Trust Center offers clear, practical guides to help you spot fraudulent emails, while their platform incorporates enterprise-grade security features.

Behind the scenes, DocuSign shields your documents using state-of-the-art encryption, secure storage systems, and strict authentication checks. When users report suspicious emails to DocuSign’s security team, it triggers a rapid response: the team investigates the threat, takes down malicious websites, and alerts other users about emerging scam patterns. This collaborative approach helps build a stronger defense against cybercriminals.

Staying one step ahead

While DocuSign phishing scams continue to evolve, you have the power to protect yourself. Think of security best practices as your personal shield: stay informed about the latest tactics, implement strong security measures, and trust your instincts when something seems suspicious. Before acting on any DocuSign email, take a moment to verify its authenticity through official channels.

This simple step could save you from a costly security breach. Remember: your vigilance protects your information and helps create a more secure environment for all DocuSign users.

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