Summary
When spam emails are using your company's email address and unsubscribe link, the key is a multi-faceted approach involving technical remediation, damage control, and proactive monitoring. Implement and rigorously monitor email authentication protocols such as SPF, DKIM, and DMARC to prevent spoofing. Use tools like Google Postmaster Tools to track domain reputation and spam rates. Ensure your email server and website are secure to prevent unauthorized access and code injection. Manage incoming inquiries by filtering and addressing replies to forged emails. Communicate with affected customers, educating them about phishing and providing guidance. Work with your ESP to potentially disable compromised unsubscribe links. Remember that a compromised sender's platform may be a risk, and strong incident response procedures are crucial to a prompt resolution.
Key findings
- Email Authentication is Critical: Implementing SPF, DKIM, and especially DMARC with a 'reject' policy, is crucial to prevent spammers from forging messages and to instruct recipient mail servers on how to handle unauthorized use of your domain.
- Domain Reputation Requires Constant Monitoring: Regularly monitoring your domain reputation using tools like Google Postmaster Tools and checking blacklists helps identify potential issues early.
- Incident Response and Damage Control are Necessary: Effective damage control involves fixing the vulnerability that allowed the spoofing, warning users about the problem, creating filters to manage incoming spam-related inquiries, and replacing the compromised unsubscribe link with a warning notice.
- Security and Abuse Reporting are Essential: Ensuring your email server and website are secure, preventing unauthorized access and code injection, and reporting instances of spoofing to anti-phishing organizations are vital steps.
Key considerations
- ESP Collaboration is Important: Reaching out to your ESP, as unsubscribe links are often unique, and they may be able to disable the compromised link, is a valuable action.
- Customer Education Should Not Be Overlooked: Educating your customers about phishing attempts and how to identify suspicious emails helps prevent them from falling victim.
- Reply-To Validation is Often Missing: Recognize that many ESPs do not validate Reply-To addresses, so be proactive in monitoring and securing your email channels.
- Compromised Platforms Must Be Addressed: Assess the possibility that your sender's platform may be compromised, potentially leading to your address being used as a default value.
What email marketers say
13 marketer opinions
If spam emails are using your company's email address and unsubscribe link, the primary steps to take involve technical remediation and damage control. Technical steps focus on implementing and monitoring email authentication protocols (SPF, DKIM, DMARC) to prevent spoofing and protect your domain reputation. Domain reputation should be monitored through tools such as Google Postmaster Tools. Security measures should be applied to prevent unauthorized access to your email server and website. Affected customers/users should be educated and steps taken to report spam to anti-phishing organizations and ISPs. Although there may not be immediate impact on deliverability, action should be taken to deal with the issue.
Key opinions
- Email Authentication: Implementing SPF, DKIM, and DMARC is crucial to prevent spoofing and protect your domain.
- Domain Reputation Monitoring: Regularly monitor your domain reputation using tools like Google Postmaster Tools to track spam rates and identify potential issues.
- Reporting Abuse: Report instances of spoofing to anti-phishing organizations and relevant authorities to help combat spam.
- ESP Involvement: Contact your ESP, as unsubscribe links are often unique, and they may be able to disable compromised links.
Key considerations
- Compromised Platforms: Assess the possibility that your sender's platform may be compromised, potentially leading to your address being used as a default value.
- Customer Education: Educate your customers about phishing attempts and how to identify suspicious emails to prevent them from falling victim.
- Incident Response: Develop and implement incident response process to deal with situations that occur and manage damage control, ensuring prompt action against abuse.
- Domain Security: Enhance the security of your email server and website to prevent unauthorized access and code injection which could be exploited by spammers.
Marketer view
Marketer from Email Geeks suggests one slight concern is that the sender's platform has been compromised and their address is simply a default value.
4 Sep 2022 - Email Geeks
Marketer view
Email marketer from Mailjet Blog shares to implement email authentication protocols like SPF, DKIM, and DMARC to prevent spoofing. Also, monitor your domain reputation using tools like Google Postmaster Tools and consider contacting the recipient's email provider.
10 Jan 2023 - Mailjet Blog
What the experts say
3 expert opinions
If spam emails are using your company's email and unsubscribe link, experts recommend focusing on minimizing damage and correcting the underlying issues. This includes replacing the stolen unsubscribe link with a notice about the phishing attempt, addressing the vulnerability that allowed the spammer to use your email, and proactively managing replies to forged emails by filtering and responding appropriately.
Key opinions
- Link Replacement: Replace the compromised unsubscribe link with a warning notice about the phishing attempt and its ineffectiveness.
- Problem Resolution: Fix the underlying security issue that enabled the spammer to use your email address in the first place.
- Reply Management: Filter and address replies to forged spam to manage the influx of inquiries and inform affected recipients.
Key considerations
- Reputation Impact: If only the unsubscribe link is affected, overall email reputation might not be severely impacted, but action is still necessary.
- User Communication: Warn your users about the spam and the potential risks, and provide guidance on identifying and reporting such incidents.
- Email Filtering: Implement email filters to automatically separate and manage the expected increase in spam-related inquiries.
Expert view
Expert from Spamresource.com answers that replies to forged spam should be handled by filtering the messages into a separate folder, so legitimate emails aren't lost. Then, respond to those asking for an explanation of why they are getting spam from the user and inform them of the situation.
15 Oct 2024 - Spamresource.com
Expert view
Expert from Spamresource.com explains that damage control involves fixing the problem that allowed the spammer to use your address, warning users about the problem and creating a filter to trash future spam.
15 Jul 2022 - Spamresource.com
What the documentation says
4 technical articles
If spam emails are using your company's email address and unsubscribe link, technical documentation emphasizes implementing robust email authentication protocols to prevent spoofing and phishing. These protocols include SPF, DKIM, and DMARC. Additionally, it's recommended to utilize security services like Exchange Online Protection (EOP) and Defender for Office 365, configure anti-phishing policies, and monitor DMARC reports to identify and address spoofing attempts.
Key findings
- Email Authentication: SPF, DKIM, and DMARC are crucial for verifying the authenticity of emails and preventing spammers from forging messages.
- Security Services: Utilize email security services like Exchange Online Protection (EOP) and Defender for Office 365 for enhanced protection against phishing.
- DMARC Monitoring: Monitor DMARC reports to identify and address spoofing attempts, enabling you to take corrective actions.
Key considerations
- BIMI Implementation: Consider implementing BIMI to add your brand logo to authenticated messages, increasing trust and visibility.
- Anti-Phishing Policies: Configure anti-phishing policies, Safe Links, and Safe Attachments to protect users from malicious content.
- DNS Record Publication: Publish DMARC records in your DNS to instruct recipient mail servers on handling emails that fail SPF and DKIM checks.
- Email Routing: Proper email routing is important to increase trust in sent mail, protect against phishing attacks, and prevent email spoofing.
Technical article
Documentation from Microsoft Support shares to use Exchange Online Protection (EOP) and Defender for Office 365 to help protect against phishing attacks. Configure anti-phishing policies, Safe Links, and Safe Attachments.
8 Feb 2025 - Microsoft Support
Technical article
Documentation from Cloudflare states to use technologies and services like SPF, DKIM, DMARC, and email routing to increase trust in sent mail, protect against phishing attacks, and prevent email spoofing.
8 Sep 2023 - Cloudflare
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