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.
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