How to Tell if Emails Are Genuine – Or Phishing or Spam

In today’s digital world, email remains a vital tool for communication – and unfortunately, a favourite method for scammers too.

Phishing and spam emails are more sophisticated than ever, often looking nearly identical to genuine messages from trusted sources. So how can you tell the difference?

Here are some practical tips to help you spot suspicious emails and protect yourself and your business from cyber threats.

1. Check the Sender's Email Address

Phishing emails often impersonate trusted brands, but the sender’s email address can be a giveaway. Always look closely at the domain – for example, a genuine email from PayPal will come from @paypal.com, not @paypa1.com or @secure-paypal.services.

If it looks off, it probably is.

2. Watch for Poor Grammar and Spelling Mistakes

Professional organisations typically proofread their emails. If you spot clumsy phrasing, spelling errors, or unusual formatting, that’s a red flag. While one small typo isn’t necessarily a scam, consistent issues suggest the email isn’t legitimate.

3. Beware of Urgent or Threatening Language

Phishing emails often try to pressure you into acting quickly. Phrases like “Your account will be closed in 24 hours” or “Immediate action required” are designed to scare you. Real companies rarely use threats – especially not in the first contact.

Take a breath and double-check before clicking anything.

4. Don’t Click Suspicious Links or Download Attachments

Hover over any links before clicking – on most devices, this shows you the full URL. If the address doesn’t match the company’s website, don’t click it. The same goes for attachments: unless you’re expecting a file, treat it with caution.

5. Check the Greeting

Phishing emails often use generic greetings like “Dear Customer” or “Dear User”. Legitimate companies you’ve dealt with will usually address you by name. An impersonal tone should prompt you to investigate further.

6. Look for Branding Inconsistencies

Many scammers try to imitate brand logos and formatting, but details like low-resolution images, odd fonts, or incorrect colours can signal a fake. If something feels “off” visually, trust your instincts.

7. Use Two-Factor Authentication and Security Tools

Even with good judgement, it’s possible to fall for a convincing email. Strengthen your protection by enabling two-factor authentication (2FA) for key accounts and using up-to-date antivirus and anti-phishing tools.

8. When in Doubt, Contact the Company Directly

If an email claims to be from your bank, Amazon, HMRC, or another known organisation, don’t reply or click the links. Instead, go directly to their website or call them using a verified number to check whether the message is real.

Final Thoughts

Phishing and spam emails are a serious and growing threat – but with a little vigilance, you can stay one step ahead. Always take a moment to check the details before clicking, and remember: if something doesn’t feel right, it’s worth double-checking.

Stay safe, stay sceptical, and share this guide with your colleagues to help build a culture of cybersecurity awareness.

Empowering Digital Defenders: Cybersecurity Awareness for Cyber Awareness Month

In an increasingly digital world, the importance of cybersecurity cannot be overstated. With our personal and professional lives becoming more intertwined with technology, the need to protect our digital assets has never been more critical. 

October is Cyber Awareness Month, a time dedicated to promoting cybersecurity awareness and educating individuals and organizations about the threats and best practices to stay safe online. In this blog post, we will explore the significance of Cyber Awareness Month and offer valuable insights into how we can all contribute to a safer digital environment.

The Digital Landscape: Why Cybersecurity Matters

Our daily lives revolve around technology, from online banking and shopping to social media interactions and remote work. While technology brings convenience, it also opens doors to cyber threats. Cyberattacks are on the increase, and they can have devastating consequences for individuals, businesses, public bodies such as educational institutions, hospitals and even nations. From identity theft and financial fraud to data breaches and ransomware attacks, the threats are real and ever-evolving.

The Role of Cyber Awareness Month

Cyber Awareness Month, observed every October, aims to highlight the importance of cybersecurity and promote good online hygiene. It is an opportunity for individuals, organisations, and governments to come together to raise awareness, share knowledge, and collaborate on enhancing our collective digital defences.

Ways to Promote Cybersecurity Awareness

Educate Yourself: Start by educating yourself about common cybersecurity threats, such as phishing, malware, and social engineering. Stay informed about the latest cybersecurity trends and news. Knowledge is your first line of defence.

Strong Passwords and Multi-Factor Authentication (MFA): Use strong, unique passwords for each of your online accounts, and enable MFA wherever possible. Password managers can help you keep track of complex passwords.

Keep Software and Systems Updated: Regularly update your operating systems, software, and applications to patch vulnerabilities that cybercriminals could exploit.

Be Wary of Phishing Emails: Exercise caution when receiving unsolicited emails, especially those requesting personal or financial information. Verify the sender's identity and avoid clicking on suspicious links or downloading attachments from unknown sources.

Secure Your Home Network: Change default router passwords, enable encryption (WPA2 or WPA3), and regularly update your router's firmware to protect your home network.

Back Up Your Data: Regularly back up your important files and data to an external device or a secure cloud service. This ensures you can recover your data in case of a ransomware attack or hardware failure.

Implement Security Awareness Training: Organisations should invest in cybersecurity training for employees to help them recognize and respond to threats effectively.

Encourage Safe Online Behaviour: Promote cyber hygiene within your family, workplace, or community. Encourage the use of strong passwords, teach children about online safety, and share cybersecurity tips.

Report Cyber Incidents: If you encounter a cyber incident or suspect a breach, report it to the appropriate authorities or your organisation's IT department promptly.

Support Cybersecurity Initiatives: Engage with and support organizations, events, and initiatives dedicated to cybersecurity awareness. These efforts play a crucial role in building a safer digital world.

Cybersecurity is a shared responsibility, and Cyber Awareness Month reminds us of our role in protecting ourselves and our digital community. By staying informed, adopting best practices, and educating others, we can make cyberspace safer for everyone. Let this month serve as a catalyst for positive change, motivating us to become better digital defenders year-round. Together, we can build a more resilient and secure digital future.

https://staysafeonline.org/programs/cybersecurity-awareness-month