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Phishing Attack Red Flags: Complete Guide to Spotting Email Scams in 2025

Picture of Hannah Bennett By  Hannah Bennett  ·  6 minute read

Phishing attacks remain as one of the most common attack vectors. Whether you're protecting your business or personal accounts, knowing how to identify phishing attempts is your first line of defense against cybercrime.

This comprehensive guide covers everything you need to know about recognizing phishing scams, protecting yourself, and what to do if you've been targeted.

What Is Phishing? 

Phishing is a cyberattack where criminals impersonate trusted entities to steal sensitive information, credentials, or money. Attackers use manipulation to trick victims into clicking malicious links, downloading infected files, or revealing passwords.

Common Types of Phishing Attacks

  • Email Phishing: Mass emails pretending to be from legitimate companies
  • Spear Phishing: Targeted attacks using personalized information about specific individuals
  • Whaling: High-value attacks targeting executives and senior leadership
  • Smishing (SMS Phishing): Text message scams requesting urgent action
  • Vishing (Voice Phishing): Phone calls from fake representatives
  • Social Media Phishing: Scams through Facebook, LinkedIn, Instagram, or Twitter DMs
  • Clone Phishing: Legitimate emails resent with malicious links replacing real ones

How to Identify a Phishing Email: 10 Critical Red Flags

Learning to spot phishing email red flags takes practice. Here are the most reliable warning signs security experts use:

1. Urgent or Threatening Language

Phishing emails create artificial urgency to bypass your critical thinking:

  • "Your account will be suspended in 24 hours"
  • "Immediate action required"
  • "Unusual activity detected—verify now"
  • "Payment overdue—act immediately"
  • "Security alert: Confirm your identity"

Why it works: Pressure forces quick decisions. Legitimate organizations rarely demand immediate action without multiple contacts or grace periods.

2. Suspicious Sender Email Address

The display name might say "PayPal Support," but the actual address reveals the truth:

Red flags to check:

  • Generic email providers: support@gmail.com, help@yahoo.com
  • Misspelled domains: paypa1.com, amaz0n.com, micros0ft.com
  • Extra words or characters: paypal-security.com, secure-netflix.com
  • Unusual domain extensions: company.ru, service.tk

How to check: Hover over the sender name (desktop) or tap the sender (mobile) to reveal the full email address.

3. Mismatched or Suspicious Links

This is one of the most dangerous phishing indicators. The visible text differs from the actual destination.

How to check links safely:

  • Desktop: Hover your mouse over the link without clicking—the real URL appears at the bottom of your browser
  • Mobile: Long-press the link to preview the destination
  • Look for: Shortened URLs (bit.ly, tinyurl), misspelled domains, IP addresses, random characters

Example of a phishing link:

  • Display text: "Click here to verify your Bank of America account"
  • Actual URL: hxxp://bankofamerica-verify.tk/login.php

4. Generic Greetings or Wrong Personalization

Legitimate companies use your actual name from their customer database.

Phishing greetings:

  • "Dear Customer"
  • "Valued User"
  • "Hello Member"
  • Wrong company name
  • Misspelled name

Exception: Some legitimate marketing emails use generic greetings, but they won't combine this with urgent requests for sensitive information.

5. Unexpected Attachments

Phishing attachments deliver malware, ransomware, or credential-stealing tools.

Dangerous file types:

  • .exe, .zip, .rar (executable programs)
  • .doc, .docx, .xls with macros
  • .pdf (can contain embedded malware)
  • .htm, .html (fake login pages)

Rule of thumb: If you didn't request it, don't open it. Even if it appears to come from someone you know, verify through another communication channel.

6. Requests for Sensitive Information

Legitimate organizations NEVER ask for these via email:

  • Passwords or PINs
  • Full Social Security Numbers
  • Credit card security codes (CVV)
  • Banking credentials
  • Password reset links (they send them, but don't ask you to provide credentials)

7. Poor Grammar, Spelling, and Formatting

While sophisticated phishing has improved, many scams still contain:

  • Awkward phrasing or word choice
  • Misspelled words
  • Inconsistent formatting
  • Strange punctuation
  • Mixed fonts or sizing

Modern caveat: AI tools are improving phishing email quality, so perfect grammar doesn't guarantee legitimacy.

8. Spoofed Domains with Character Substitutions

Attackers register lookalike domains using:

  • Character substitution: rn looks like m (paypal vs paypa1)
  • Number substitution: O (letter) vs 0 (zero)
  • Added words: apple-support.com vs apple.com
  • Different TLDs: amazon.co vs amazon.com

9. Unusual Communication Channels

Context matters. Be suspicious when:

  • Payroll sends requests from personal Gmail
  • Vendors suddenly request payment via text message
  • Your bank contacts you through social media DMs
  • Official business comes through WhatsApp or Telegram unexpectedly

10. Too-Good-To-Be-True Offers

Classic phishing baits include:

  • Prize notifications from contests you didn't enter
  • Unexpected tax refunds
  • Free gift cards or cryptocurrency
  • Lottery winnings from foreign countries
  • Inheritances from unknown relatives

Remember: If you didn't enter, apply, or expect it, it's almost certainly a scam.

What Is the First Thing You Should Do If You Suspect Phishing?

Stop and don't interact with the message. Follow this immediate response protocol:

Phishing Response Checklist

Step 1: Pause

  • Don't click any links
  • Don't download attachments
  • Don't reply to the message

Step 2: Verify

  • Check the sender's full email address
  • Hover over links without clicking
  • Look for red flags from the list above

Step 3: Confirm Through Official Channels

  • Visit the company's official website directly (type the URL yourself)
  • Call using a phone number from their official site
  • Use the mobile app if available

Step 4: Report

  • Work email: Forward to your IT security team immediately
  • Personal email: Report as phishing in Gmail, Outlook, or Apple Mail
  • Text messages: Forward to 7726 (SPAM)
  • FTC: Report at ReportFraud.ftc.gov

I Clicked on a Phishing Link—What Should I Do Now?

Don't panic. Quick action can minimize damage:

Immediate Actions (Within Minutes)

  1. Disconnect from the internet (if you downloaded something or entered credentials)
  2. Don't enter any additional information if a website loaded
  3. Take screenshots of the phishing message and any pages you visited

Within the First Hour

  1. Change passwords immediately from a different, trusted device
    • Start with the affected account
    • Then change passwords for any accounts using the same password
  2. Enable two-factor authentication (2FA) on all accounts if not already active
  3. Scan your device with updated antivirus/antimalware software

Within 24 Hours

  1. Notify relevant parties:
    • Your IT/security team (for work accounts)
    • The impersonated company
    • Your bank (if financial info was compromised)
  2. Monitor your accounts for suspicious activity
  3. Consider a credit freeze if Social Security Number or identity documents were exposed
  4. File a report with local law enforcement and the FTC

How Do Companies Get Phished? (Business Email Compromise)

Business Email Compromise (BEC) causes over $2.7 billion in losses annually. Common scenarios include:

  • CEO Fraud: Fake executive emails requesting wire transfers
  • Vendor Email Compromise: Attackers impersonate suppliers with changed payment instructions
  • W-2 Phishing: HR targeted for employee tax documents
  • Attorney Impersonation: Urgent legal requests for sensitive data
  • Real Estate Scams: Fake closing instructions redirecting down payments

How Organizations Can Prevent Phishing Attacks

Technical Controls

  • Email authentication protocols: Implement SPF, DKIM, and DMARC to prevent domain spoofing
  • Advanced email filtering: AI-powered tools that detect phishing patterns
  • Multi-factor authentication (MFA): Blocks 99.9% of automated attacks
  • Email banner warnings: Flag external emails or suspicious senders
  • DNS filtering: Block access to known malicious domains

Human Controls

  • Security awareness training: Regular, brief training sessions (quarterly minimum)
  • Simulated phishing campaigns: Test employees with safe phishing exercises
  • Easy reporting mechanisms: One-click "Report Phish" buttons in email clients
  • Incident response plans: Clear procedures when phishing succeeds
  • Zero-trust culture: "Trust but verify" for all unusual requests

Phishing Email Examples: Real-World Cases

Example 1: Fake Microsoft Account Security Alert

Subject: "Microsoft Account Unusual Sign-in Activity"
Red flags: Generic greeting, urgent tone, link to "verify-microsoft-account.net"
Reality: Microsoft sends security alerts through their Security Center, not email links

Example 2: PayPal Payment Confirmation Scam

Subject: "You've sent $899.99 to TechStore"
Red flags: Unexpected transaction, "dispute here" link goes to paypa1-secure.com
Reality: Always log into PayPal directly to check transaction history

Example 3: Package Delivery Notification

Subject: "USPS: Package requires action"
Red flags: Urgent redelivery fee, suspicious tracking link, poor grammar
Reality: USPS, FedEx, and UPS provide tracking numbers you can verify on official sites

5 Simple Rules to Never Fall for Phishing

DO:

  1. Pause before clicking on any unexpected request
  2. Verify through official channels before taking action
  3. Use a password manager with unique passwords for every account
  4. Enable MFA everywhere possible
  5. Report suspicious messages immediately

DON'T:

  1. Rush because of threatening language
  2. Provide credentials via email, text, or phone calls
  3. Open unexpected attachments even from known contacts
  4. Use the same password across multiple accounts
  5. Trust caller ID or email display names alone

Why Phishing Still Works (And How to Break the Cycle)

Phishing succeeds because it exploits human psychology, not technology. Attackers weaponize:

  • Authority: Impersonating bosses, IT support, or government agencies
  • Urgency: Creating time pressure to bypass critical thinking
  • Fear: Threatening account closure or legal consequences
  • Curiosity: "Is this package mine?" or "Did I really make this purchase?"
  • Greed: Free money, prizes, or exclusive opportunities

The antidote: Develop a two-second habit. When any message requests action, STOP → INSPECT → VERIFY before proceeding.

Protect Your Business from Phishing Attacks

Phishing is the entry point for a large percent of data breaches. One compromised credential can lead to ransomware, data theft, or financial loss.

Frequently Asked Questions About Phishing

Can you get hacked just by opening a phishing email?
 Simply opening an email is generally safe. However, clicking links, downloading attachments, or enabling macros can install malware or steal credentials.

What's the difference between phishing and spam?
 Spam is unsolicited bulk email (often advertising). Phishing is malicious email designed to steal information or money through deception.

Do phishing emails always look fake?
 No. Modern spear-phishing attacks are highly personalized and professionally designed, making them extremely difficult to detect without careful inspection.

What should I do if my employee clicked a phishing link?
 Act immediately: isolate the device, change credentials, notify IT security, scan for malware, monitor accounts, and document the incident.

Your Next Steps

Phishing attacks aren't going away, they're getting more sophisticated. But with awareness, vigilance, and the right security practices, you can dramatically reduce your risk.

Start today:

  1. Review your email authentication settings (SPF, DKIM, DMARC)
  2. Enable multi-factor authentication on all critical accounts
  3. Schedule security awareness training for your team
  4. Implement a "Report Phish" button in your email system