How to Spot a Phishing Email Before It Hooks You
Phishing emails are no longer the obvious scams they once were. Today’s attackers are slicker, smarter, and often disguised as people or businesses you already trust. All it takes is one mistaken click to compromise your data—or your entire company network. Follow these 6 tips on how to spot a phishing email so you (and your team) don’t take the bait.
Phishing is a type of cyberattack where criminals pose as trusted individuals or organizations—like banks, delivery services, or even coworkers—to trick you into sharing sensitive information or clicking harmful links.
The goal is usually financial: stealing login credentials, credit card numbers, or access to company systems that can be sold or exploited for profit. Sometimes, it’s also about gaining a foothold in a business network for larger attacks, like ransomware. Cybercriminals do it because it works—people are often the easiest “weak link” in security, and phishing costs them almost nothing to attempt but can yield big rewards.
Phishing is one of the most effective tools in a cybercriminal’s playbook because it preys on trust. Imagine this: a hacker gains access to your vendor’s client list. With that information, they create an email address nearly identical to your vendor’s and send messages to every client on the list (including YOU).
The emails might request login credentials, push for an urgent payment, or carry malicious attachments designed to infect networks. From there, the attacker isn’t just after a quick score—they’re probing for more doors to open, more systems to exploit, and more revenue to siphon off. It’s almost always financially motivated, and the truth is, cybercrime is a long game built on patience and persistence.
6 Ways To Spot A Phishing Email
At WTS, we believe knowledge is your first line of defense. Here’s what to look out for so you (and your team) don’t take the bait.
1. Check the Sender (It’s Not Always Who They Claim to Be)
Attackers often “spoof” trusted addresses. At first glance, [email protected] looks like PayPal—but that extra “l” is the tell. Hover over the sender’s email address to confirm it’s legitimate. If it feels off, don’t trust it.
2. Look for Urgent or Fear-Based Language
Phishing thrives on panic. Subject lines like “Your account will be suspended!” or “Immediate action required!” are designed to short-circuit rational thinking. Real organizations rarely use alarm bells to communicate.
3. Hover Over Links Before Clicking
Links are the classic bait. Hover your mouse over them (without clicking!) and check the actual destination. If the link says yourbank.com but the preview shows weirdbank-login.ru, that’s a red flag waving high.
4. Spot the Odd Attachments
Unsolicited attachments—especially ZIP, EXE, or unexpected Word documents—should trigger suspicion. Malware often hides inside files that seem harmless. If you weren’t expecting it, don’t open it.
5. Notice Poor Grammar or Strange Tone
While attackers are getting better at writing, many phishing emails still sound… off. Clunky sentences, odd punctuation, or overly generic greetings (“Dear Customer”) are signs that you’re not dealing with who you think.
6. Trust Your Gut
If something feels even slightly unusual—whether it’s timing, tone, or formatting—it’s safer to pause. Double-check through another channel (like calling the supposed sender directly) before taking action.
Spot the Difference: Legit or Phish?
Let’s put your new knowledge to the test! Here are four email snippets—two legitimate, two phishing. Can you identify which are safe and which are trying to trick you? (Answers at the bottom.)
Email A:
Subject line: Urgent: Verify Your Payroll Information
Message excerpt:
“Dear Employee,
We noticed an issue with your payroll account. Please click the link below to confirm your information immediately to avoid disruption in your next paycheck: [suspicious-link.com].”
Email B:
Subject line: IT Maintenance Notification
Message excerpt:
“Dear Team,
Please be advised that the company network will be undergoing scheduled maintenance this Saturday from 12:00 AM to 4:00 AM. Services may be temporarily unavailable. No action is required from your side.”
Email C:
Subject line: Updated Vendor Payment Instructions
Message excerpt:
“Dear Accounts Payable,
We’ve recently switched to a new bank account. Please update your records and send all future payments to the account below. Contact us if you have questions.”
Email D:
Subject line: HR: Open Enrollment for Benefits
Message excerpt:
“Hello Team,
Open enrollment for health, dental, and vision benefits starts next Monday. Please log into the HR portal to review options and make your selections by the end of the month. Visit [companyHRportal.com] for more information.”
Answer Key
- Email A → Phishing (Urgency and suspicious link targeting payroll info).
- Email B → Legit (Informational IT notice, no action required, internal context).
- Email C → Phishing (Classic invoice/ vendor fraud attempt—financial request via email).
- Email D → Legit (Official HR announcement, proper portal link, expected timing).
The Bottom Line
Phishing is one of the top leading cybercrimes in the world, but we’re here to make sure the hook never lands. At WTS, we offer cybersecurity services, which include 24/7 network monitoring and secure email solutions. However, training your staff on how to spot a phishing email is the ultimate line of defense.
Phishing thrives on urgency, fear, and misplaced trust. By slowing down, spotting the signs, and leaning on expert defenses, you protect more than just your inbox—you protect your whole business. Stay skeptical, stay sharp, and remember: one careless click can cost a company everything.
Interested in learning more about our Cybersecurity or Managed IT Services? Let’s talk. 843.236.6436.
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