Spam emails 101: 7 ways to spot a suspicious email

Learn how to recognize phishing scams to protect your personal information

 

We’ve all been there: an email pops up in your inbox, claiming your account is in danger or urging you to act quickly to avoid serious consequences. If you’ve received something like this, there’s a good chance you’ve encountered a phishing scam. 

Phishing emails are designed to trick you into sharing personal details, clicking on malicious links, or downloading harmful attachments. And with the increasing frequency of these scams, it’s crucial to stay vigilant. In fact, phishing scam losses have significantly increased. In 2019, people lost $57 million to phishing schemes, whereas in 2024, it has increased to $17.4 billion of global losses. [1] [2]

As a business owner or individual, knowing how to spot a phishing email is your first line of defense. Here’s how you can protect yourself and your devices:

1. The email appears to be from a company you trust

Suspicious emails often appear to come from well-known companies, such as your bank, a social media platform, or an online store you frequently visit. But there’s usually a catch. Look for small red flags like:

• The sender’s email address may seem strange or contain extra characters.
• You’re addressed with a generic greeting, like “Dear Customer” instead of your name.
• There’s an unusual request for personal information, such as passwords or financial details.

 

Tip: Always verify the sender’s email address. Check the domain name carefully. For example, instead of “customer-service@bank.com,” it might be something like “service@bank-update.com.”

 

Learn more:
How to protect yourself from all types of email cyber threats

2. The message claims there’s an issue with your account

The goal of most email scammers is to get you to click on an attachment or link that takes you to a fraudulent website, steals your personal information, or installs malware, spyware, or ransomware on your device.

The messages of suspicious emails are often designed to convince you to click on these links or attachments.

Watch out for emails that:

• Say they’ve noticed some suspicious activity or log-in attempts on your account
• Claim there’s a problem with your account or your payment information
• Say you must confirm personal information such as banking details or login credentials
• Include a fake invoice
• Want you to click on a link to make a payment
• Say you’re eligible to register for a government refund, and
• Offer a coupon for free goods or services. [3]

3. The email address doesn’t seem right

While a phishing email may appear to come from a trusted company, the email address may reveal something’s off. Scammers often use slight variations of legitimate addresses to deceive you.

For example, an email that appears to come from Airbnb might be from “support@airbnb-notifications.com” or something else suspicious.

Tip: Hover over the sender’s name and check the actual email address. You can also compare the address to previous legitimate emails from that company. If you’re still uncertain, call the company’s customer service for verification.

4. The email is poorly written

One of the simplest ways to spot a suspicious email is if it’s riddled with typos. Emails from real companies have been written by professionals whose job is to ensure their messaging is free of spelling, grammar, and legal errors. 

Some IT professionals even believe that phishing emails are intentionally riddled with errors, allowing them to target the most gullible individuals and making their scam as easy as possible. 

Be sure to closely read through the email and check for spelling errors, grammatical mistakes, and weird turns of phrase. If any of those appear, it’s likely a scam.

5. The message is designed to make you panic

A classic phishing tactic is to create a sense of panic. Whether it’s claiming your account is locked or warning you of an impending deadline, these emails push you to act fast without thinking.

Phishing emails might say things like:

• “Your account will be suspended unless you confirm your password now.”
• “Immediate action required to avoid a penalty.”
• “Click this link to avoid losing your funds.”

 

Tip: Legitimate companies typically don’t demand immediate action through email. If you’re suspicious, take a step back, read the email carefully, and contact the company directly through a trusted method.

 

Related resource:
The hidden danger of double-clicking: How hackers exploit a simple habit

6. The email includes unexpected attachments

When you receive attachments like PDFs, ZIP files, or Word documents in an email, be careful, they may contain malware. If you weren’t expecting an attachment, it’s best to avoid opening it.

Tip: Be cautious with unsolicited attachments, especially if you don’t recognize the sender. If in doubt, contact the sender via a trusted method to confirm.

7. The email contains a suspicious link

Whenever you receive an email from an unfamiliar source that includes a link, be cautious, as it may lead to a fake website designed to steal your information. Even if the link looks legitimate at first glance, it’s worth double-checking.

Tip: Hover over the link (without clicking) to see the actual URL. If it looks strange or doesn’t match the official website, don’t click it. You can also type the URL directly into your browser for extra security.

 

Learn more:
What should you do if you receive or open a scam email?

 

The bottom line–stay cautious! 

Phishing emails can have serious consequences for your personal and business security. If you receive an email that seems suspicious, don’t engage with it. Instead, delete it or report it directly to the company.

When in doubt, always call the company using a number you know is legitimate or use their official website to verify the message. By following these simple tips, you’ll reduce your risk of falling for phishing scams.

 

Looking to improve your company’s email security? 

With a wide range of comprehensive IT security packages, our team is well-equipped to protect your business from all types of scams. Each of our IT packages and services can be uniquely tailored to fit your business’s individual needs. 

 

Ready to get started?
Contact us today to learn more.

 

1: Federal Trade Commission
2: Statista
3: Federal Trade Commission