Phishing emails remain one of the most common entry points for cybercriminals. They’re designed to trick employees into sharing login credentials, financial information, or other sensitive data. The challenge is that these scams look more convincing than ever. So how can you spot a phishing email before it’s too late? By knowing the red flags and training your team to recognize them, you reduce risk across your business and protect both your people and your clients.
What Is a Phishing Email?
A phishing email is a fraudulent message that impersonates a trusted company, colleague, or authority figure to trick you into handing over information. These scams are a form of social engineering threats (phishing, smishing, vishing) where criminals exploit human trust rather than technical vulnerabilities.
Phishing emails may ask you to “verify your account,” click a link, or open an attachment. The real goal is to steal personal details, financial information, or corporate login credentials.
How to Spot a Phishing Email: Common Signs
Phishing emails aren’t always obvious. Some are riddled with typos, while others closely mimic genuine business correspondence. Look for these warning signs:
- Urgent Calls to Action or Threats – Messages that say “Your account will be suspended today” or “Immediate payment required” are designed to pressure you into acting without thinking. This false urgency is a classic phishing tactic.
- Grammar, Spelling, and Formatting Errors – Professional companies rarely send emails full of mistakes. Typos, broken logos, or sloppy formatting can all point to scams.
- Generic Greetings and Unfamiliar Senders – “Dear Customer” or emails from odd addresses often indicate a phishing attempt. Always double-check the sender’s domain for authenticity.
- Suspicious Links and Attachments – Hover over links before clicking. If the URL looks strange or unrelated to the sender, don’t open it. Attachments—especially PDFs or ZIP files—are another common way malware spreads.
Real Examples of Phishing Emails
One well-documented case is the Google Docs phishing case study, where users received what looked like a genuine document-sharing invitation. The link, however, redirected to a malicious site that harvested login details.
These examples highlight why even seasoned professionals can get caught off guard. Recognizing the subtle clues—like sender address, link preview, or tone—makes all the difference.
Other Types of Phishing Attacks
Phishing isn’t limited to email. Variants include:
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Smishing: Fake SMS messages that push malicious links.
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Vishing: Phone calls pretending to be from IT support, banks, or even the IRS.
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Social Media Phishing: Direct messages or fake profiles used to trick users into revealing credentials.
Awareness of these channels helps your team stay vigilant beyond the inbox.
How to Identify Phishing Emails Before Clicking
A quick checklist can keep you safe:
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Verify the sender’s email address and domain.
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Hover over links before clicking.
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Look for urgent language or scare tactics.
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Watch for poor grammar, odd phrasing, or unusual requests.
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Never open unexpected attachments.
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Confirm requests through another channel (e.g., call the sender directly).
Training your team to pause and run through this list helps them avoid falling victim to scams.
What to Do If You Think You’ve Been Phished
If you accidentally clicked a link or shared sensitive information, act quickly:
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Disconnect from the internet to stop further data transfer.
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Reset any potentially compromised credentials immediately.
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Notify your IT team and security provider.
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Monitor bank accounts or credit card activity if financial information was shared.
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Follow your organization’s cybersecurity incident response plan.
Swift action limits the damage and helps IT teams contain the breach.
Tools and Resources to Help You Stay Safe
Technology can complement human vigilance. Some useful tools include:
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Email security services and filters that automatically flag or block suspicious content.
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Browser alerts that warn about unsafe sites.
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Awareness training platforms such as KnowBe4, which even offer a free phishing security test by KnowBe4.
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Threat intelligence updates to track emerging AI & deepfake phishing tactics.
A layered defense ensures both people and systems are prepared.
How to Report a Phishing Email
Reporting suspected phishing emails helps protect both your business and others. Steps include:
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Forward the email to your IT department.
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Report consumer scams to the FTC at reportfraud.ftc.gov.
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Send suspicious messages to reportphishing@apwg.org.
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Participate in internal training or webinar on simulated phishing and reporting procedures.
The more data collected, the easier it is for security teams to shut down malicious campaigns.
