This guide explains how to spot a phishing email using real-world red flags that often go unnoticed.
Gone are the days when we could easily tell a scam from a real message just by spotting bad grammar and obvious misspellings. Today’s phishing emails are far more convincing. Cybercriminals have become more sophisticated, and they’re using technology to create emails that look legitimate at first glance.
That’s why it’s so important to learn how to spot a phishing email—because these scams don’t just target big corporations. They target people. Smart, capable people who are busy, distracted, or just trying to get through their inbox.
Whether you’re running a business or just checking your messages on the go, knowing how to spot a phishing email can help you avoid falling for a scam that could cost time, money, or even your reputation.
Let’s go over the red flags to watch for—so you know what to look out for and how to protect yourself.
💡 Did You Know?
Over 90% of successful cyberattacks begin with a phishing email. Learning how to spot a phishing email is one of the most effective ways to prevent a data breach at your organization.
1. The Display Name Looks Familiar, But the Address Doesn’t
Phishing emails often spoof the display name to make it seem like the email is coming from a trusted contact—your boss, your bank, or even Microsoft. But when you click or hover over the sender’s name, the email address tells a different story.
Example: You receive an email that says it’s from “IT Support,” but the address is [email protected].
What to do: Always check the full sender address, especially on mobile where it’s often hidden. If the domain doesn’t match the organization you expect, don’t trust it.
🔗 Learn more: Email Spoofing Explained
2. The Domain Is Almost Right—But Not Quite
Lookalike domains are one of the most deceptive tactics. Attackers register domains with small visual tweaks—swapping the letter “o” for a zero, or using .co instead of .com. These subtle tricks rely on you not looking too closely.
Example: [email protected] or [email protected]
What to do: Look carefully at each character in the domain. If anything seems off, navigate to the legitimate site directly instead of clicking any links in the email.
🔗 Read: Lookalike Domains: How Hackers Trick the Eye
3. Urgent Links That Try to Rush You
Phishing emails often include a call-to-action with a sense of urgency—“Click here to verify your account before it’s disabled,” or “Immediate action required.” The link might look legitimate, but when you hover over it, the URL tells another story.
Example: The visible link says https://accounts.google.com, but hovering reveals http://login.g00gle.securelogin.ru.
What to do: Always hover over links to preview the URL. On mobile, press and hold the link until the full URL appears. If it doesn’t clearly belong to the organization in question, don’t click.
🔗 Related: Hover Before You Click: What to Look for in a Link
4. Scare Tactics and False Urgency
Fear is a powerful motivator—and attackers know it. Phishing emails are designed to trigger immediate action by making you feel like something is wrong or you’re at risk.
Example: “Your payment was declined and your account is locked. Click here to resolve the issue now.”
What to do: Step back and assess. Does the message make sense? Does it match your recent activity? Legitimate organizations rarely threaten account suspension via email—and never without prior notice.
5. Grammar or Formatting Mistakes
A single typo doesn’t automatically mean a message is malicious, but poorly written emails—especially those with awkward phrasing, random capitalization, or inconsistent formatting—are red flags.
Example: “Dear Valued User, Your account it has been compromissed. Click Here now to update informations.”
What to do: Compare the message with other official communications you’ve received from the same organization. If it feels “off,” it probably is.
💡 Did You Know?
Many phishing emails bypass traditional spam filters. That’s why every employee should know how to spot a phishing email—because technology alone can’t catch everything.
6. Generic Greetings or Missing Personalization
Most phishing emails don’t use your name—they cast a wide net, addressing you as “Dear Customer,” “User,” or not at all. A legitimate message from your bank or your HR team usually includes your full name or other personal details.
Example: “Dear Member, Your account needs attention.”
What to do: If the greeting is vague, treat the message with skepticism. Even if the company doesn’t personalize every email, official communications tied to your account usually do.
7. Strange or Unexpected Attachments
Malware often hides in seemingly harmless attachments—especially Word documents with macros, PDFs, ZIP files, or .html attachments. Phishing emails may come from a hacked account or spoofed sender, making the message appear trustworthy.
Example: An email from a vendor you work with includes a file named “Q2 Invoice.html.” But you weren’t expecting an invoice.
What to do: Don’t open attachments unless you’re expecting them—and confirm the sender through another method if you’re unsure.
🔗 Related: Real-Life Phishing Scenarios: Train Your Team with Examples
8. Requests for Sensitive Info
If the email asks for login credentials, credit card numbers, wire transfers, or Social Security numbers—stop. Phishing emails often claim they need your credentials to “verify” your identity or resolve an issue.
Example: “Due to suspicious activity, please reply with your account number and password so we can secure your profile.”
What to do: No reputable company will ever ask for sensitive info over email. When in doubt, log in through the official website or contact the company directly.
9. The Branding Looks… Off
Phishing emails may include the right logos, colors, and tone—but often something feels slightly off. Logos may be low-resolution, the color scheme may be outdated, or the email might be missing footers or contact info you usually see.
Example: The message uses an older company logo or references an old department name that no longer exists.
What to do: Compare the branding with a known-good email from the same organization. Subtle discrepancies often reveal a fake.
10. Your Gut Tells You Something Isn’t Right
Sometimes your instinct is the best defense. Maybe the message is overly polite in a way that seems unnatural, or maybe it arrives at an unusual time or references a conversation you never had.
Example: “As we discussed earlier, please find the attached proposal”—but you’ve never spoken to this person before.
What to do: If something feels off, it’s worth a second look. Trust your gut and verify with a quick phone call or separate email to the real person.
How to Spot a Phishing Email in 3 Quick Steps
Not sure where to start? If you’re staring at a suspicious message, here’s how to spot a phishing email quickly:
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Check the sender’s email address – Is the domain slightly off or unrelated to the company it claims to be from?
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Hover over links – Don’t click right away. Hover to reveal the real destination of any URL.
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Look for pressure or unusual requests – Is the message using urgency, scare tactics, or asking for sensitive info?
When in doubt, verify through another channel. Call the person or log in directly through the official website—not through a link in the message.
Want to See These Tactics in Action?
It’s one thing to read about red flags—it’s another to see how they show up in real phishing emails. We’ve collected several real-life examples in our upcoming guide to help you train your eye.
Until then, you can dive into more resources here:
Ready to Put Your Knowledge to the Test?
Check out our Ultimate Guide to Phishing to dive deeper and take our interactive quiz. It’s a quick way to challenge what you’ve learned—and identify areas where your team could benefit from extra training.
Expand Your Training with PCC
Professional Computer Concepts helps businesses go beyond simple phishing examples. We offer phishing simulations, security awareness training, dark web monitoring, endpoint protection, and 24/7 Managed Detection & Response.
If you’re looking to reduce risk and improve employee readiness, start with one of our core training resources:
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🔗 The Business Owner’s Guide to Phishing Security Awareness Training & Simulation
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🔗 The Complete Guide to Phishing Security Awareness Training & Simulation
💡 Did You Know?
Cybercriminals often spend weeks researching their targets. Sophisticated phishing attempts can look shockingly real, making it even more critical to understand how to spot a phishing email before it’s too late.
Final Thoughts
Phishing emails have become more sophisticated, but that doesn’t mean your team has to stay vulnerable. The truth is that these messages are designed to manipulate people—not trick systems. That’s why technology alone isn’t enough. Education, awareness, and a little bit of healthy skepticism are your best defense.
Knowing how to spot a phishing email is no longer optional. It’s a skill every employee, executive, and business owner needs to master, because it only takes one click to trigger a security incident that could cost thousands of dollars, erode client trust, or bring business operations to a halt.
The good news? Awareness is contagious. When one person starts spotting red flags, others take notice. And when a team knows what to look for, they become a strong first line of defense.
Ready to Protect Your Business?
At Professional Computer Concepts, we help businesses build cybersecurity resilience from the inside out. From phishing simulations and security awareness training to dark web monitoring and 24/7 threat detection, our solutions are designed to help your team stay alert—and your data stay protected.
Want to go deeper?
Explore our Ultimate Phishing Guide and take the interactive quiz to test your knowledge. Or get started with our foundational training:
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The Business Owner’s Guide to Phishing Security Awareness Training & Simulation
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The Complete Guide to Phishing Security Awareness Training & Simulation
Need help training your team or improving your cybersecurity stack? Let’s talk.