How to Recognize Phishing Email Scams

Phishing emails are everywhere—and they’re getting harder to spot. These scams are crafted to look legitimate, often posing as banks, employers, or familiar brands to trick you into sharing sensitive information like passwords or financial details. Many even reference real accounts or address you by name, making them deceptively convincing.

Understanding Types of Phishing

Phishing is no longer a broad, one-size-fits-all threat. Once someone engages with a phishing attempt, the fallout can be substantial. What makes this risk especially challenging is that phishing exists in many forms, each designed to exploit trust in a slightly different way.

Common Types of Phishing Attacks

• Spear Phishing – Targeted attacks aimed at specific individuals or organizations
• Whaling – Phishing attacks targeting high-profile executives or senior management
• Clone Phishing – Duplicating a legitimate email and replacing links or attachments with malicious ones
• Business Email Compromise (BEC) – Impersonating an executive to request unauthorized wire transfers or sensitive data

Phishing attacks are only getting more frequent and more sophisticated, and it is a constant battle to stay one step ahead of the scammers and learning how to recognize phishing email scams.

Signs of Phishing Scams in Emails

Spotting a phishing email starts with recognizing the subtle signals that something isn’t right.

Top Red Flags of a Phishing Email

• Suspicious or mismatched sender email address
• Generic greetings like “Dear Customer” instead of your name
• Poor grammar, spelling errors, and awkward phrasing
• Unexpected attachments, especially ZIP files or Microsoft Office documents
• Urgent requests for personal information or immediate action
• Threats of account suspension or legal consequences
• Links to unfamiliar websites or slight misspellings of legitimate domains
• Requests to verify login credentials or update payment information
• Unsolicited job offers or prize notifications
• Inconsistent email domains between the sender’s name and actual email address

If an email shows any of these warning signs, slow down and review it carefully. Hover over links to verify the URL, delete unexpected attachments without opening them, and watch for mismatched domains or requests for sensitive information.

These scams can also come through phone calls or text messages, not just email. Apply a zero trust mindset across every channel: avoid clicking links, don’t share account details without verified legitimacy, and stay alert. With practice and awareness, identifying phishing attempts becomes second nature, reducing risk for you and your organization.

Trust your gut—if something feels off, it usually is.

What to Do If You Receive a Suspicious Email

Be well prepared to avoid phishing traps by knowing what to do the moment a suspicious email lands in your inbox. First and foremost, do not click links or download attachments—no matter how urgent or convincing the message seems. One careless click can install malware, expose personal data, or compromise accounts. Remaining cautious from the start is one of the most effective ways to protect yourself and others from sneaky attacks.

How to Report Phishing Emails

If you suspect phishing, report that email ASAP. Forward the message to your company’s internal IT department or your external IT service provider/managed IT partner, or submit it through your email provider’s spam or abuse reporting tools.Many email clients like Gmail and Outlook have built-in options to report phishing attempts.

By reporting these emails, you’re helping to improve filters and protect others from falling victim to similar attacks.

Steps to Take After Getting a Scam Email

How to Respond to an Email Scam

• Delete that email from your inbox so you do not accidentally open it again or click links
• If you accidentally clicked a link, disconnect from the internet immediately and run a malware scan.
• Change your passwords and create strong passwords for any accounts you think may be compromised. Make sure to use strong, unique passwords for each account.
• Keep an eye on your accounts for any unusual activity. Enable notifications so you’re alerted of any suspicious attempts.
• Tell your friends and colleagues. The more people who know about the phishing attempt, the less likely they are to fall for it.

How to Protect Yourself from Phishing Attacks

When it comes to phishing attacks, taking proactive steps upfront can significantly reduce the risk of compromised accounts, stolen data, or financial loss.

Awareness is the first line of defense—recognizing the signs of a phishing attempt is crucial. From there, reinforcing digital habits, verifying information before taking action, and strengthening security practices can help you stay ahead of evolving threats.

Best Practices for Email Security

• Use multifactor authentication whenever possible for added security.
• Keep software and devices updated with the latest security patches.
• Treat unsolicited emails with caution and verify requests through another trusted channel.
• Hover over links to confirm the URL before clicking and watch for misspellings or unusual domains.
• Back up important data regularly to reduce the impact of potential ransomware attacks.

Tools to Help Prevent Phishing Attacks

• Spam filters and email authentication protocols weed out suspicious messages.
• Antivirus software with real-time scanning to detect and block malicious attachments and links.
• Web browser extensions that flag potential phishing sites.
• Password managers to create and store complex, unique passwords for each of your accounts.
• Security awareness training to educate yourself and your team about the latest phishing tactics and prevention strategies.

One highly effective preventative step is investing in anti-phishing training. Simulated phishing exercises can reveal how easily employees may be misled, while also building stronger instincts and quicker reporting habits over time.

Ultimately, protection comes from a mix of awareness, proactive security practices, and the right tools. Stay alert, trust your instincts, and speak up when something seems off—it’s the simplest way to keep information secure and stop phishing attempts before they succeed.