Phishing emails are fake messages designed to trick you into clicking a link, opening an attachment, or handing over information like passwords or bank details. They are one of the most common ways small businesses get caught out, and the scary part is that they often look very convincing.
You don’t need to be a tech expert to spot most of them. You just need to know what to look for.
Why this matters for a small business
A single click on the wrong link can lead to a locked computer, a drained bank account, or a hacker gaining access to your email and using it to trick your own customers. Training everyone in your team to spot the warning signs, even just the basics, makes a real difference.
The signs to look out for
The sender address doesn’t quite match
Look closely at the actual email address, not just the name shown. A message might say it’s from “Your Bank” but the address behind it is something completely unrelated. Scammers also use addresses that look almost right, with a letter swapped or an extra word added.
There’s a sense of urgency
Phishing emails often try to rush you. Phrases like “act now”, “your account will be closed”, or “urgent payment required” are designed to make you panic and click before you think it through.
Odd spelling or phrasing
Genuine companies usually proofread their emails. If something reads a bit strangely, has spelling mistakes, or uses odd grammar, treat it with suspicion.
Unexpected attachments or links
If you weren’t expecting an invoice, a delivery notice, or a document from someone, be cautious before opening it, especially if it’s a file type you don’t recognise.
Requests for sensitive information
Legitimate companies rarely ask you to confirm passwords, bank details, or personal information by email. If in doubt, this is one of the biggest red flags.
A link that doesn’t match where it says it’s going
On a computer, you can hover your mouse over a link without clicking to see the actual website address at the bottom of the screen. If it looks unrelated to the company the email claims to be from, don’t click it.
What to do if you spot one
- Don’t click any links or open any attachments
- Don’t reply to the email
- If it claims to be from a company or person you know, contact them separately using a phone number or email address you already have, not one from the suspicious email
- Delete it, or mark it as spam so your email provider learns to catch similar messages in future
A simple habit worth building
A good rule for you and your team is to pause before clicking anything in an unexpected email. Taking five extra seconds to check the sender and think about whether it makes sense is often all it takes to avoid a problem.
If you ever receive an email you’re unsure about, or want help setting up better spam filtering, we are happy to take a look. Get in touch and we can help. We offer on site digital training for you and your team when required.
