How to Spot a Phishing Email: A Quick Guide for Employees

Phishing emails are no longer easy to spot—they often look routine, urgent, and familiar. One click, one login, or one attachment is all it takes for attackers to gain access to sensitive systems or personal data.

This guide will help you recognise phishing emails quickly, understand common tactics used by attackers, and take practical steps to stay safe—without relying solely on IT filters.

What Is a Phishing Email?

A phishing email is a fraudulent message designed to trick you into:

• Clicking on malicious links

• Downloading infected attachments

• Sharing passwords, MFA codes, or other sensitive information

Attackers often masquerade as trusted sources, such as:

• IT or HR departments

• Managers or colleagues

• Banks, suppliers, or cloud services (Microsoft, Google, Dropbox)

Why it works: phishing relies on human behaviour, not technical vulnerabilities. Recognising the warning signs early is the most effective defence.

Common Tactics Used in Phishing Emails

Understanding the psychology behind phishing makes spotting them easier:

1. Urgency and Fear: Emails often pressure you to act immediately to avoid negative consequences (“Your account will be suspended in 24 hours”).

2. Authority: Impersonating managers or executives to make requests seem legitimate.

3. Familiarity: Using real names, logos, or past email threads to appear authentic.

4. Incentives or Curiosity: Promises of rewards or enticing offers to lure clicks.

Attackers tailor these tactics to exploit human instincts, which is why awareness is critical.

8 Signs You’re Looking at a Phishing Email

While no single sign guarantees danger, a combination of the following is a strong indicator:

1. Urgent or Threatening Language

Phishing emails often try to force a quick reaction. Look out for phrases like:

• “Immediate action required”

• “Final warning”

• “Your account will be locked”

Tip: Take a deep breath before reacting. Legitimate organisations rarely demand immediate action via email.

2. Unusual Sender Address

The displayed name might look familiar, but check the full email:

• it-support@micros0ft.com (zero instead of “o”)

• ceo.alerts@company-security.com

Tip: Hover over the sender address or link to verify the domain. If it’s off by even one character, treat it with caution.

3. Generic Greetings

Legitimate emails from internal teams usually address you by name.

• “Dear user”

• “Hello employee”

Tip: Treat generic greetings as a warning sign, especially if the email requests sensitive information.

4. Unexpected Attachments or Links

Be wary of attachments or links you weren’t expecting, such as:

• Invoices or receipts from unknown senders

• ZIP files or PDFs labeled “secure” or “confidential”

• Links with unusual URL structures

Tip: If you weren’t expecting it, verify with the sender before opening.

5. Mismatched Links

Hover over any link before clicking. Phishing emails often hide malicious URLs behind legitimate-looking text.

• Visible text: “Click here to access your account”

• Actual URL: http://phishingsite.example.com/login

Tip: Only click links that exactly match trusted domains.

6. Poor Grammar, Spelling, or Branding

Even sophisticated phishing emails can contain subtle mistakes:

• Odd phrasing or typos

• Inconsistent fonts or logos

• Misaligned formatting

Tip: Small errors in professional emails should trigger extra scrutiny.

7. Requests for Credentials or MFA Codes

Legitimate organisations never ask you to email your password or authentication codes.

• Any email requesting login information, one-time passcodes, or MFA tokens is likely phishing.

Tip: Treat all credential requests as suspicious, even if the email looks authentic.

8. Context or Logic Doesn’t Add Up

Sometimes the email just doesn’t make sense:

• You receive a benefits email when you’re not eligible

• A manager asks you to transfer funds outside normal procedures

• A “security alert” comes from an unfamiliar system

Tip: Trust your instincts—if something feels off, pause and verify.

Practical Steps if You Receive a Phishing Email

1. Do Not Click, Reply, or Forward – This avoids accidental infection or spreading.

2. Report Immediately – Use your company’s phishing-reporting process.

3. Verify the Source – If unsure, contact the sender through a separate, trusted channel.

4. Follow IT Guidance – If you clicked a link or entered information, notify IT immediately.

5. Delete the Email – Once reported, remove it from your inbox.

Pro Tip: Most organisations have quick-report buttons in email clients—use them. Early reporting can prevent breaches.

Real-Life Examples for Awareness

• Fake IT Alert: “Your email account will expire today. Click here to renew.”
  ❗Red flag: Red flag: urgency + link to unknown domain

• Banking Scam: “We detected unusual activity. Please log in immediately.”
  ❗Red flag: Red flag: generic greeting + external link

• Executive Impersonation: “Please transfer funds to this vendor account.”
  ❗Red flag: request outside normal procedure

Seeing examples like this helps employees recognise patterns, not just individual emails.

Why Employee Awareness Matters

Most breaches start with a phishing email, not malware. Employees act as the first line of defence:

• Stops attacks before IT systems are compromised

• Limits data exposure

• Reduces financial and reputational risk

Investing a few seconds in scrutiny can prevent costly incidents.

Stay Alert and Stop Phishing in Its Tracks

Phishing emails are designed to look normal, sound urgent, and pressure you into acting quickly. The difference between a harmless click and a serious breach often comes down to a few seconds of attention.

Remember this simple rule:

Pause → Verify → Report

• Pause: Take a moment before clicking any link, opening an attachment, or responding.

• Verify: Check the sender, hover over links, and confirm unexpected requests through a trusted channel.

• Report: Use your company’s official phishing reporting process—early reporting can stop threats before they escalate.

By staying alert, you protect yourself, your colleagues, and your organisation. Awareness is not just a personal skill—it’s the most effective first line of defence against phishing attacks.

Frequently Ask Questions About Phishing Emails

• What exactly is a phishing email?

  A phishing email is a deceptive message designed to trick recipients into sharing sensitive information, clicking unsafe links, or downloading malicious files. These emails often appear to come from trusted sources, like IT teams, managers, or banks.

• How can I quickly spot a phishing email?

  Check for red flags such as unusual sender addresses, unexpected attachments, urgent requests, or links that don’t match the expected domain. Multiple warning signs together usually indicate a phishing attempt.

• What should I do immediately after clicking a suspicious link?

  If you clicked a link or entered details by mistake:

  1. Notify your IT or security team right away

  2. Change passwords for affected accounts

  3. Monitor accounts for unusual activity

  4. Follow your company’s incident response guidelines

  Prompt action can prevent further security breaches.

• Are phishing emails always obvious?

  No. Some are highly convincing, using real logos, names, and email threads. Attackers may even mimic prior communications to appear authentic. Vigilance is essential, even for emails that seem normal.

• How can employees actively prevent phishing attacks?

  Employees reduce risk by:

  • Pausing before clicking links or opening attachments

  • Verifying unexpected requests through trusted channels

  • Reporting suspicious emails immediately

  • Following company security policies

  Proactive behaviour protects both personal and organisational data.

• Can phishing emails target executives as well as regular staff?

  Yes. Phishing attacks can target any employee, from frontline staff to executives, often customised based on role, access level, or publicly available information. Awareness at all levels is crucial.