PDF Fraud Prevention: 10 Best Practices
Protect yourself and your business from PDF document fraud with these essential best practices. Implement these strategies to minimize risk when dealing with PDF files.
1. Always Verify PDF Authenticity
Use HTPBE or similar tools to check if critical PDF documents (invoices, contracts, certificates) have been modified. Make this a standard part of your document review process, especially for financial documents.
2. Check Creation and Modification Dates
Review PDF metadata carefully. If someone sends you a “2020 contract” but the PDF was created last week, that’s a red flag. Creation dates should align logically with the document’s claimed origin and purpose.
3. Verify Senders Through Multiple Channels
Never trust a PDF document based solely on email communication. Call the sender using a phone number from their official website or business card, not from the email or PDF itself. Confirm they actually sent the document.
4. Request Original Documents When Suspicious
If a PDF shows signs of modification or seems suspicious, request a fresh copy directly from the issuing organization. Contact them through official channels and ask for a new copy sent from their verified email address.
5. Implement Dual Authorization for Financial Documents
Require two people to review and approve high-value invoices or payment requests. One person should verify authenticity (using HTPBE), while another confirms business validity. This reduces the risk of a single point of failure.
6. Maintain Vendor Verification Records
Keep a verified database of legitimate vendor details including official email addresses, payment account numbers, contact persons, and typical invoice formats. Compare new documents against this database before processing payments.
7. Be Skeptical of Urgent Payment Requests
Fraudsters create artificial urgency (“Pay immediately or service will be suspended”). Legitimate businesses understand verification takes time. If someone pressures immediate payment without allowing verification, it’s likely fraud.
8. Train Your Team on PDF Fraud Tactics
Educate employees about common fraud scenarios: fake invoices, modified contracts, altered payment confirmations, forged certificates, and edited bank statements. Regular training reduces successful fraud attempts significantly.
9. Use Digital Signatures for Your Own Documents
When sending important PDFs, digitally sign them with a valid certificate. This allows recipients to verify the document came from you and hasn’t been modified. It also sets a professional standard and encourages others to do the same.
10. Establish a Clear Escalation Process
Create documented procedures for handling suspicious documents. Define who should be contacted, what information to gather, and when to involve legal or law enforcement. Having a clear process ensures consistent, appropriate responses to potential fraud.
Bonus Tip: Document Everything
When you detect a suspicious PDF, save the file, document the metadata, capture screenshots, and record all verification attempts. This documentation is crucial if you need to report fraud to authorities or dispute charges.
Remember: PDF fraud is increasingly sophisticated. These best practices create multiple layers of protection. No single measure is foolproof, but together they significantly reduce your risk of falling victim to document fraud.
Start by making HTPBE checks a standard part of your document verification workflow today.