Phishing emails are one of the most common and costly cyber threats facing businesses today. These attacks have grown more sophisticated, often mimicking trusted brands, vendors, or internal staff to trick employees into clicking malicious links or sharing credentials.
For cybersecurity leaders and IT buyers, spotting phishing attempts early is a critical first line of defense in protecting sensitive company data and maintaining regulatory compliance.
According to the FBI’s latest Internet Crime Report, phishing was one of the most reported cybercrimes in 2024, causing over $70 million in losses in the USA alone. The rise of generative AI has only made these attacks harder to detect, as scammers now use tools like ChatGPT to craft personalized and grammatically polished emails.
In fact, the last year has seen a 60% increase in AI-driven phishing attacks, and it’s Millennials and Gen-Z taking the brunt of the assault, although seniors are also at high risk, showing that nobody is safe from these threats.
Busy teams, especially in finance, HR, and executive roles, are especially vulnerable, often targeted during peak business hours or when they’re expecting routine communication from suppliers or service providers.
Despite the increased complexity, most phishing emails still exhibit predictable red flags. These include urgent language, mismatched sender addresses, suspicious attachments, or requests for unusual actions like gift card purchases or password resets. In this guide, we’ll walk through the five most common phishing red flags, so your team can stay alert and avoid costly breaches.
Let’s find out how to identify phishing scam emails!
Contents
Key Takeaways
- Phishing emails are responsible for over $70 million in losses in the US in 2024, with AI-driven attacks up 60% year over year.
- Common phishing red flags include suspicious sender domains, vague or urgent language, and unexpected attachments or links.
- Generic greetings and inconsistent tone can indicate a scam, especially if the message claims to be from a trusted company.
- Never click on links or download files from unknown emails—always verify claims by visiting official websites directly.
- If you suspect a phishing attempt, report it, avoid interacting with it, and take action quickly if you’ve already clicked.
- Tools like password managers and security software can prevent you from entering data on fake sites or downloading malicious files.
- Stay protected with Batten’s curated cybersecurity tools and resources designed for both families and professionals.
Quick Phishing Checklist
Not sure if that email in your inbox is safe to click? Use this checklist to spot a phishing attempt in seconds:
Category | Check |
Sender Clues |
✅Is the email from a free domain like @gmail.com, but claiming to be from a company? ✅Is the sender’s address slightly altered (e.g., amaz0n.com)? ✅Does the address match what the brand usually uses to contact you? |
Content & Tone |
✅Are there obvious typos or grammar mistakes? ✅Does the message try to rush or scare you into action? ✅Does the tone feel “off” or inconsistent with previous emails from this company? |
Links & Attachments |
✅Does the actual link go somewhere different than what’s shown? ✅Is there a file attached you weren’t expecting? ✅Are buttons or links vague (e.g., “Click here” without context)? |
Security Red Flags |
✅Is it asking for passwords, payment info, or security questions? ✅Are you being asked to skip standard security steps? ✅Does it threaten account closure or penalties if you don’t comply? |
5 Red Flags to Watch for in a Phishing Email
Even the most convincing phishing emails tend to follow predictable patterns. Once you know what to look for, spotting a scam becomes much easier. Here are five common red flags that can help you recognize and avoid phishing attempts before they cause any damage.
1. Suspicious Sender Address
The sender’s email address is one of the first clues that something might be wrong. Unfortunately, it’s often the last thing people check.
Legitimate companies use official domains for all communication. For instance, PayPal will email you from something like noreply@paypal.com, not from addresses such as paypa1.com, paypal-security.org, or paypal.account-services.net.
These subtle alterations, known as typosquatting, are a common phishing tactic.
Attackers also add terms like “secure,” “account,” or “billing” to familiar names to appear official. An email from billing-support@amazon-account.com might look convincing at a glance, but Amazon only sends billing notices from @amazon.com.
Another red flag is when you receive an urgent message about a service you use, but the sender’s domain is unfamiliar. For example, Netflix wouldn’t use @streamingnotifications.com for a billing issue. If the address looks off, it probably is. For more information, read our cybersecurity guide for seniors.
2. Generic Greeting or Unprofessional Language
Legitimate businesses usually address you by name because they already have your information. If an email starts with “Dear Customer” or even worse, “Dear johnsmith@email.com,” that’s a warning sign.
Phishing emails often contain awkward language, grammar mistakes, and strange punctuation. These errors may seem minor, but they usually signal a lack of professionalism and indicate the message was created quickly or automatically.
Watch for inconsistent tone, especially if the message is supposedly from a company you know. A U.S.-based business using British spelling or referencing unfamiliar currencies is another indicator that the email isn’t authentic. For even greater protection, here are seven ways to tell if a site or app is a scam.
3. Urgent or Threatening Tone
Phishing emails often use scare tactics to pressure you into acting quickly. If the message warns that your account will be suspended in 24 hours or that legal action will be taken immediately, that’s designed to cause panic.
Legitimate companies don’t use threats to get your attention. They offer clear steps for resolving issues and provide reasonable timeframes. If you’re being told to act “immediately” or face severe consequences, slow down and double-check the source.
You may also notice visual tricks like countdown timers, bold red warnings, or dramatic language. These emotional triggers are designed to make you click before you think.
4. Requests for Sensitive Information or Login Credentials
No reputable company will ask for your password, Social Security number, or full credit card information over email. That’s a rule you can count on.
Phishing messages often ask you to “verify your identity” or “update your account info” through a form or button in the message itself. These can look legitimate, especially when styled with logos and official language.
If you get one of these messages, don’t click. Instead, go directly to the company’s website through your browser and log in from there. Real updates are handled securely on their site, not through embedded forms or email replies. Smishing is another real threat – find out how to recognize and prevent smishing here.
5. Dubious Links or Attachments
Phishing emails usually contain links or files that are designed to trick you into giving up information or infecting your device.
Always hover over links before clicking. If the previewed URL doesn’t match the sender or includes strange wording like paypal-security.fake-domain.com, that’s a major red flag.
Legitimate companies don’t use URL shorteners like Bit.ly to hide where you’re going. They also won’t send attachments without warning, especially if those files are compressed, executable, or use vague names like document_2024.zip.
When in doubt, don’t click or download anything from an unexpected email, especially if you weren’t expecting a message in the first place.
What to Do if You Suspect a Phishing Email
A suspicious email can create serious risk if mishandled. But with a clear, step-by-step approach, you can protect your data and reduce the chances of falling victim. Here’s how to respond safely and effectively.
Do Not Click Links or Download Attachments
The most important rule is to avoid interacting with the email. Do not click on any links, buttons, or download attachments. Even if the message seems urgent or looks official, interacting with it could expose your device to malware or redirect you to a fake login page.
Access Accounts Through Official Channels
Instead of using links in the email, go directly to the company’s website by typing the URL into your browser. If the message claims there’s an issue with your account, log in through the official site or app. If the alert is real, it will show up in your account dashboard.
Verify the Message Through Trusted Contact Methods
If you’re still unsure, call the company’s support team using the number from their official website or your billing statements. Never use contact details found in the suspicious email itself. Scammers often include fake phone numbers and email addresses to maintain the illusion of legitimacy.
Report the Email to Your Provider
Most major email platforms include a way to report phishing directly. Gmail, Outlook, and Yahoo all have built-in “Report Phishing” or “Report Spam” buttons. Using this feature not only removes the email from your inbox, but also helps improve global spam filters and alerts other users to the threat.
If You Clicked Something, Act Fast
Accidents happen. If you clicked a suspicious link or downloaded a file, take immediate action:
- Run a full antivirus or anti-malware scan on your device
- Change any passwords you may have entered
- Monitor your bank and email accounts for suspicious activity
- Consider enabling two-factor authentication on sensitive accounts
Quick responses can limit the damage and help prevent long-term consequences.
Building Your Defense Against Phishing Attacks
While spotting phishing emails is an important first step, pairing awareness with reliable tools creates a much stronger line of defense. The following tactics and technologies can help you stay ahead of evolving threats.
Use Security Software with Anti-Phishing Features
Modern antivirus platforms do more than detect viruses. Many include real-time phishing protection, blocking suspicious websites and email links before you ever interact with them. Some tools even scan attachments for hidden threats or alert you to impersonation attempts based on email headers and content patterns.
Rely on a Password Manager
Password managers do more than just store credentials. They act as a security gate. These tools automatically fill in your login details only on legitimate websites. If you land on a fake site pretending to be your bank, the password manager won’t recognize the domain and won’t autofill. That alone can stop an attack in its tracks. Read our 1Password Manager review to find out more about one of the best password managers on the market.
Set Up Smart Email Filters
Advanced email filters and security tools can flag or quarantine risky messages before they reach your inbox. These systems use pattern recognition, threat databases, and even AI to detect scams that aren’t always obvious at first glance. Businesses often rely on these systems, but many are also available for personal use.
Make Security Education a Family Habit
Everyone in your household should know how to spot a phishing attempt, especially kids and teens who might be less cautious online. Teach them to recognize red flags like generic greetings, urgent demands, and sketchy links. Keeping everyone informed reduces the chances of someone falling for a scam.
Stay Informed About Current Phishing Tactics
Cybercriminals adapt constantly. What looked suspicious last year may now be disguised more cleverly. Taking time to read about new phishing techniques, such as QR code phishing or deepfake voicemail scams, helps keep your defences sharp. Quick refreshers every few months can go a long way in maintaining awareness.
Protecting Your Digital Life Starts With Awareness
Phishing attacks are a growing threat that costs businesses and individuals millions each year. But most of these scams still rely on simple red flags that anyone can learn to spot. From shady sender addresses and fake urgency to suspicious links and bogus requests for information, a little vigilance goes a long way.
Combined with the right tools like password managers and security software, these habits form a strong line of defense. As phishing tactics evolve, staying aware and informed is your best weapon. Stay sharp, stay cautious, and protect what matters.
Ready to strengthen your cybersecurity defenses? Review our expertly curated security solutions that go beyond basic protection to provide comprehensive digital safety for you and your family.
Frequently Asked Questions
How Can AI Make Phishing Emails Harder To Detect?
AI allows scammers to craft emails that sound natural and error-free. These messages often mimic the tone of real brands or colleagues, making them harder to flag. Some AI-driven attacks also tailor messages to the recipient’s location, job role, or habits, increasing their success rate. That’s why it’s important to look beyond grammar and focus on structural red flags like sender address and request type.
What Is Typosquatting and Why Is It So Dangerous?
Typosquatting is when attackers register domains that look nearly identical to trusted brands, like “paypa1.com” instead of “paypal.com.” These fake addresses trick users into thinking they’re interacting with a real company. Victims often enter login info or download malware without realizing the site is fraudulent. Always inspect domains closely, especially before logging in or sharing sensitive data.
Why Do Phishing Emails Often Use Scare Tactics?
Scammers rely on panic to bypass your critical thinking. Threats like “account suspension in 24 hours” or “unauthorized login detected” push recipients to act fast without verifying details. By triggering fear or urgency, the attacker hopes you’ll click a malicious link or provide personal information before you stop to question the message.
Is It Safe To Use Email Links If They Look Legit?
Even if a link looks fine on the surface, it may lead somewhere dangerous. Hovering over the link shows the actual URL – it’s an important habit for identifying scams. Look for mismatched domains or strange URLs. Instead of clicking, type the known website directly into your browser for peace of mind.
What Should I Do If I Accidentally Click a Phishing Link?
If you clicked a suspicious link, immediately run a virus scan and change any passwords you may have entered. Then, monitor your accounts for unusual activity and enable two-factor authentication where possible. Acting quickly limits the damage and can stop the scam from spreading further.
How Often Should I Review My Cybersecurity Setup?
It’s a good idea to review your setup every few months. This includes updating passwords, checking for new phishing tactics, and ensuring your antivirus software is active and current. Staying proactive helps you stay ahead of evolving threats and keeps your digital life secure.