Phishing emails are the #1 way hackers get into businesses.
They don’t need to break in — they wait for someone to open the door.
That “door” is usually a link, a file, or a reply to a fake email that looks legit. These emails are getting more convincing by the day — even savvy employees fall for them.
Here’s how to recognize phishing emails before they do serious damage.
1. Check the Sender’s Email Address (Not Just the Name)
Scammers often spoof the display name to look like someone you trust (like your boss or Microsoft). But the actual email address may be off — just slightly.
🔍 What to look for:
- Strange domains (e.g.,
[email protected]) - Personal addresses for business use (e.g.,
[email protected]) - Misspelled names or extra characters
✅ Pro tip: Hover over the name — or click to expand the email address — before replying or clicking anything.
2. Look for Spelling, Grammar, or Formatting Mistakes
Not all phishing emails are sloppy — but many still are. Watch for odd sentence structure, weird spacing, or phrases that feel off.
🔍 What to look for:
- Unusual greetings (“Dear Customer,” “Kindly find the attached”)
- Inconsistent fonts or colors
- Typos in company names or legal disclaimers
✅ Pro tip: If it looks or feels off, don’t ignore your gut. Verify first.
3. Watch Out for Urgent or Fear-Based Language
Phishing relies on urgency to short-circuit your judgment. If an email is pressuring you to act now — pause.
🔍 Common phrases:
- “Your account will be locked”
- “Invoice overdue — pay now”
- “Unusual login attempt detected”
✅ Pro tip: Scammers want you emotional, not rational. Slow down.
4. Never Click Unexpected Links or Attachments
Phishing emails often include links that take you to fake login pages or attachments loaded with malware.
🔍 What to look for:
- Hyperlinked text that doesn’t match the real URL
- Files with odd formats (e.g.,
.exe,.iso,.html,.scr) - Attachments from someone you weren’t expecting anything from
✅ Pro tip: Hover over any link to preview the URL. If it looks strange, don’t click.
5. Double Check Requests for Payments, Passwords, or Sensitive Info
No legitimate company will ask you for passwords or banking info over email. And your boss isn’t going to ask you to wire money from a hotel in Miami.
🔍 What to look for:
- Emails asking for gift cards, wire transfers, login info
- Requests for urgent financial actions
- “Reply back with your password” or account credentials
✅ Pro tip: Always confirm requests for money or data with a quick phone call or text — especially if it feels urgent or out of character.
6. Look at the Signature (or Lack of One)
Professional emails usually include a name, title, and contact info. Phishing emails often skip this or fake it poorly.
🔍 What to look for:
- Vague sign-offs like “Regards” with no name
- Signatures that don’t match the sender
- Missing logos, addresses, or formatting
✅ Pro tip: Compare the signature to past emails from that contact.
7. Trust Your Instincts — But Always Verify
If something feels weird, it probably is. You’re better off taking 30 seconds to check than spending weeks dealing with a breach.
🔐 When in doubt:
- Call the sender on a number you trust (not the one in the email)
- Forward the email to your IT or cybersecurity provider
- Do not reply, click, or download anything until you’re sure
Final Thought:
Phishing attacks don’t happen because people are careless.
They happen because the emails are that good — and we’re all moving too fast.
But a little awareness goes a long way.
Train your team. Slow down. Spot the red flags.
And if you need help building a human firewall — reach out.