Don’t Take the Bait: A Step-by-Step Guide to Spotting Phishing Emails

According to a study conducted by Norton Antivirus over 75% of targeted cyberattacks started with an email in 2024. Despite what many people would have you believe about emails, phishing is still one of the most common and dangerous cyber threats for a reason, they work. These malicious messages are designed to trick you into revealing sensitive information, clicking on malicious links, or downloading harmful software, without the full knowledge of what exactly took place.

However, with the right knowledge, anyone can learn to spot phishing emails with 100% accuracy. In this guide, I’ll show you simple, practical steps you can take to accurately identify phishing emails and protect yourself from falling victim to these scams.

How to Spot a Phishing Email with 100% Accuracy

Check the Email Address

One of the easiest ways to spot a phishing email is by closely examining the sender's email address. Cybercriminals can’t simply copy a legitimate email address without encountering significant hurdles, thanks to email authentication protocols like DMARC, DKIM, and SPF. These technologies are put in place to work together to verify that the email you receive is genuinely sent from the domain it claims to be. More information on these protocols can be found here: Authentication Technologies

These protocols make it near impossible for attackers to impersonate trusted organizations. Instead, cybercriminals often use addresses that "look" legitimate at first glance but include subtle discrepancies, such as misspellings or incorrect domains (e.g., [email protected] instead of [email protected]). Always verify the sender’s domain matches the official website of the organization. If something feels off, don’t hesitate to contact the sender (not through the phishing email) to confirm the email’s legitimacy. A quick inspection can often reveal a scam before it goes any further.

Email Subjects, Greetings, and Grammar Errors

The next technique you can take it to closely analyze the content of the email for subtle, but telltale signs of fraud. Again, as I've discussed before, we have technologies in place to prevent cybercriminals from making exact copies of legitimate emails. As a result, taking time to look over a questionable email with with the subject line—phishing emails often use urgent or alarming language, such as “Your Account Will Be Locked!” or “Immediate Action Required.” This is designed to pressure you into acting without thinking. If you would like to understand more about how your brain becomes impaired when in a heightened state, check out my post here: Phishing emails hijacking your cognitive thinking

Next, examine the greeting. Legitimate organizations typically address you by name, whereas phishing emails often use generic salutations like “Dear Customer” or “Hello User.” A lack of personalization is a common red flag.

Finally, check for spelling and grammar mistakes. While not every phishing email is poorly written, many include awkward phrasing, unusual formatting, or glaring errors that legitimate businesses wouldn’t overlook. These subtle inconsistencies can signal an email is fraudulent and should be treated with caution.

Links, Attachments, and Suspicious Requests

Phishing emails often rely on subtle tricks to deceive individuals into clicking on links, attachments, or fulfilling suspicious requests. These links will mimic legitimate URLs, but include slight misspellings, unusual domains, or unexpected subdomains. With careful review, any recipient can reveal these malicious true intent. In addition, cybercriminals may also use link shorteners like Bitly to obscure a links destination, making the URL appear harmless. More malicious links can be embedded within images, so clicking on an innocent-looking logo or button could lead you straight to a phishing site or stealthily install malicious software. To stay safe, always verify links before interacting with them you can use sites like urlscan.io to verify a link you believe is suspicious. Above all else, you should always hover over links before clicking to see where they actually lead.

Be wary of unexpected attachments, especially if the email claims urgency or asks you to open a file immediately. Files like .exe, .zip, or even PDFs can contain malicious payloads designed to compromise your system. A legitimate sender will rarely send unanticipated attachments without clear context.

Finally, look for security indicators. Legitimate emails often include digital signatures or references to verified domains, while links should use secure protocols like HTTPS. If you notice inconsistencies or anything that feels off, trust your instincts and verify through official channels. These steps can help you spot even the most convincing phishing attempts.

Conclusion

Phishing emails remain one of the most effective tools in a cybercriminal’s arsenal, preying on human emotions rather than pure technical prowess and exploiting trust to bypass even the most advanced security measures. However, by applying the strategies discussed in this article and staying vigilant when examining suspicious emails, you can confidently detect and avoid the majority of these scams. Even with evolving phishing tactics, your vigilance and knowledge give you the strongest defenses. Remember, with a little more focus and a few extra seconds to pause and verify and email before interacting with it, you can save yourself and your organization from significant harm. By practicing the steps we discussed consistently, you are contributing to a safer and more secure digital world. Stay vigilant, stay informed, and don’t get hooked.