How To Spot a Phishing Email: Protect Your Business from Cyber Scams

Imagine opening your inbox to an email that looks urgent. It's from a trusted company—or so it seems. But something about it doesn’t feel right. You hesitate, unsure if clicking the link or opening the attachment will help solve a problem or leave your business vulnerable to a phishing attack.

If this sounds familiar, you’re not alone. Small business owners face an increasing number of phishing scams, and these cyber threats can cripple productivity, steal sensitive information, and disrupt your entire operation. The good news is that with the right approach, you can avoid phishing traps and keep your company secure. In this blog, you'll learn how to spot a phishing email and protect your business from cyber scams.

What is phishing?

Phishing is a common form of cybercrime where hackers attempt to trick you into providing personal information, account credentials, or infecting your system with malware. These phishing messages often come disguised as legitimate emails from trusted sources like banks, software providers, or even colleagues. But in reality, they are part of a larger phishing attack designed to steal your data.

Phishing scams often create a sense of urgency to pressure you into acting without thinking. A common tactic is sending emails with subject lines like "Your account has been compromised!" or "Urgent: Action Required!" These messages may contain links or attachments designed to install malware or steal sensitive information like your social security numbers or credit card details.

How to spot a phishing email

The key to protecting your business from phishing is learning to spot a scam email before it’s too late. Here are some telltale signs of phishing emails that could save you from a serious cyber threat:

Check for obvious errors

Phishing emails often contain grammatical errors or awkward wording. Legitimate companies take time to craft professional emails, so if you spot spelling or grammar mistakes, take a step back before clicking on any links.

Examine the email domain

One of the most effective ways to spot phishing is by carefully checking the sender’s email domain. Even if the email seems to come from a familiar company, hover your mouse over the sender's name to reveal the full domain. Scammers often use slight variations like adding an extra letter or changing the domain name to trick you.

Suspicious links or attachments

If you receive an email that asks you to open an attachment or click on a link, be cautious. Many phishing emails hide malicious software in attachments or redirect you to fake websites that ask for your login credentials. Hover your cursor over the link to see where it leads before clicking.

Messages that seem too good to be true

Phishing messages often promise something unrealistic or urgent, like winning a prize or threatening account suspension unless you act immediately. If a message seems too good to be true or creates a sense of panic, it’s likely phishing.

Sense of urgency

Phishers often create urgency to cloud your judgment. Phrases like "Immediate action required" or "Your account will be deactivated" are designed to rush you into clicking. Take a moment to pause and verify whether the email is legitimate before making any moves.

What to do if you suspect a phishing email

Once you’ve learned to spot phishing, the next step is knowing how to respond. If you suspect an email is phishing, here’s what you can do to protect yourself and your business:

Never click on links or open attachments

Even if the email appears to come from someone you know, avoid clicking any links or opening attachments unless you’re 100% sure of the sender. It’s always better to be safe than sorry.

Verify with the sender

If you’re unsure whether an email is legitimate, don’t respond directly to the message. Instead, contact the company using a trusted phone number or email. You can also open a new email thread and ask them if they sent the suspicious email.

Report phishing attempts

Don’t just delete phishing emails. Report them to your IT team or a cyber security provider who can take steps to block similar phishing attempts in the future. This is one of the best ways to protect yourself from phishing and ensure your team stays aware.

Be proactive about security

To stay ahead of phishing attempts, it’s important to be proactive about your online security. This includes regularly updating your passwords, using two-factor authentication, and educating yourself and your team about the latest phishing techniques. By taking these precautions, you can greatly reduce the risk of falling victim to a phishing attack.

Partnering with Citadel Blue

Now that you know how to spot a phishing email, it’s crucial to have ongoing protection in place. Many phishing scams target small businesses because they often lack the dedicated IT support to manage ongoing cyber threats.

Working with a trusted managed service provider like Citadel Blue gives you access to round-the-clock IT support, cybersecurity awareness training, and phishing protection services. Whether it's implementing multifactor authentication, training your staff to spot suspicious emails, or setting up anti-phishing tools, we can make sure your business stays safe from phishing attacks.

Final thoughts

Cybercriminals are constantly evolving their phishing techniques, but that doesn’t mean your business has to be vulnerable. Spot phishing emails early, train your team, and work with a trusted MSP to avoid phishing attempts that could derail your business. You don’t need to face cyber threats alone. With the right IT support, you can keep your business running smoothly and safely.

For businesses across Greenwich and the surrounding areas, we provide comprehensive managed IT services, including cybersecurity protection. Contact us today to learn more about how we can help safeguard your business against phishing attacks and other cyber threats. Let Citadel Blue be your trusted partner in keeping your business secure online.

Frequently asked questions

What is a phishing message, and how can I spot one?

A phishing message is a fraudulent attempt to steal your personal information, such as account numbers or login credentials, often disguised as legitimate communication. To spot phishing, look for signs like grammar and spelling errors, messages that claim something too good to be true, or a sender of the email that doesn't match the domain name of the company.

How can I avoid falling victim to a phishing scam?

To avoid phishing, always verify the sender of the email before clicking on links or opening attachments. If you receive an unexpected email or text asking for sensitive information, contact the company directly. Remember, legitimate organizations rarely ask for personal information via email.

What should I do if I’ve been phished?

If you've been phished, act quickly to minimize damage. Change any compromised passwords, report the incident to your IT team, and report suspicious activity to your email provider. This can help prevent further damage and protect your sensitive data.

What are the signs of a phishing email?

Signs of a phishing email include spelling or grammatical errors, links or attachments from unknown sources, and a suspicious message that creates a sense of urgency. You can hover your mouse over the url to check if the link directs to a legitimate website.

How can an MSP help protect against a phishing attack?

An MSP can offer proactive protection against phishing attacks through services like email phishing monitoring, social engineering awareness training, and security assessments. With expert help, it’s easier to learn to spot and report suspicious activity before your business becomes a victim of cyber criminals.