The Bartholomew County Sheriff’s Office is issuing a public warning following five reported attempts of real estate seller impersonation over the past month.
Fraudsters are increasingly targeting property transactions, posing as legitimate sellers in order to illegally transfer ownership or extract funds. These schemes not only endanger potential buyers, but also put rightful property owners at risk of title fraud, said Lt. Dane Duke, sheriff’s office spokesman.
Real estate fraud investigations are complex and require multiple subpoenas to internet and phone service providers. The first case reported to our agency traced the suspect(s) to Nigeria.
Red flags to watch for:
Fraudsters often use similar tactics in seller impersonation schemes. Real estate professionals and prospective buyers should be on high alert for the following warning signs:
- Limited or impersonal communication. The seller communicates only by email or text, avoids in-person meetings, and refuses video calls.
- Lack of documentation. The seller cannot provide credible documents tying them to the property.
- Inconsistent addresses. The seller’s stated address does not match the property address or the tax mailing address.
- Unrealistic pricing. The property is listed well below market value, often with a preference for all-cash buyers.
- No “For Sale” signage. The seller specifically asks that no physical “For Sale” sign be posted.
- Rushed closing. There is a strong push to close quickly, sometimes with incentives or waived protections.
- Notary manipulation. The seller demands use of their own notary, raising the risk of falsified or fraudulent documents.
Precautions to protect yourself:
Here are recommended best practices to guard against seller impersonation fraud:
- Verify identity in person (or via video). Ask your agent whether they’ve met the seller, and if not, schedule a video call where the seller presents a government-issued ID.
- Ask property-specific questions.
- Inquire about details only the real owner would likely know (e.g., how long they’ve owned the property).
- Send mail to the recorded owner. Mail a letter to the owner’s name at the address listed on tax records.
- Use independently verified contact information. Contact the seller via phone numbers or channels found in public records, not just those provided by them.
- Use vetted notaries. Reject demands that the seller provide their own notary. Use a notary arranged by your title company or closing attorney whenever possible.
- Compare signatures. Ask for previously recorded documents and compare signatures to those on sale documents.
- Trust your instincts. If something feels off, pause and investigate further.
- Secure your funds. Avoid wiring money without confirming instructions via a trusted phone line; use escrow or trusted closing agents.
- Obtain title insurance. This can provide legal defense and financial protection if someone makes an unauthorized claim on your property.
Local Protective Measure: Doxpop Property Watch
Bartholomew County property owners can enroll in a free alert service offered by the Recorder’s Office via Doxpop Property Watch.bartholomew.in.gov
How it works: Sign up with your property’s legal description; the system sends alerts (email, text, or phone) when a document is recorded in the Recorder’s Office under your name or property.
Important note: This service does not prevent fraudulent transfers — but it does notify you when changes occur.
Next steps: If you receive an alert for recordings you didn’t authorize, contact the Recorder’s Office immediately and consult legal counsel.
What to do if you suspect fraud:
- Report it. Contact local law enforcement and file a complaint.
- Notify relevant authorities. Report concerns to the Recorder’s Office.
- Seek legal help. Engage a real estate attorney to review documents and help “quiet title” any illegitimate claims.
- Contact your title insurer (if applicable). If you have title insurance, alert your insurer immediately. File a report with the Internet Crime Complaint Center (IC3) https://www.fbi.gov/ic3 if you suspect online-related fraud.
About the Bartholomew County Recorder’s Office:
The Recorder’s Office is responsible for preserving and maintaining public land records, including deeds, mortgages, and real estate contracts.
The office encourages property owners to monitor activity on their titles and to sign up for Doxpop Property Watch for early notification of any recorded documents.
Recorder Tami Hines
440 Third St.
Columbus, IN 47201
812-379-1520
Hours: Mon-Fri, 8 a.m. to 4 p.m.
