How to tell if an email is phishing or safe

Receiving a message that supposedly comes from your bank, a parcel delivery company, or a digital signature platform can put you on alert. Cybercriminals are constantly improving the emails they send. to make them appear legitimate and get you to click, download something, or share sensitive data. Luckily, there are clear signs to differentiate them and simple techniques to check if an email is trustworthy.

In this guide you will find How to identify a phishing scam with typical examples, how to analyze links, senders and headers, plus what to do if you have already clicked or given data unintentionally. We integrate best practices from companies and organizations that deal with these frauds on a daily basis.From banks and signature services to public administrations, so that you can review any message with discernment.

What is phishing and why does it work?

Phishing is a form of social engineering that attempts to trick the victim into handing over confidential information or installing malware. malware posing as a trusted entity. The goal is usually to steal credentials, bank details, or take control of accounts.but also divert payments or infect equipment to operate long-term.

These scams succeed because they imitate well-known brands, copy logos, and even replicate designs of emails and official websites. The attackers tell a believable story to force a quick reaction: urgent checks, receipts you don't recognize, supposed security alerts, or very tempting tax refunds.

What phishing emails and SMS messages look like

Fraudulent emails and text messages are characterized by asking you to do something urgently: validate an account, open an attachment, "reactivate" a service, or confirm payments. The format is becoming increasingly professional, but they usually leave clues. if you look closely at the sender, the links, the wording, and the domain they lead to.

There is also SMiShing (via SMS), which replicates the same pattern but on your phone. The modus operandi is identical: they push you to click a link or download a file from a message that appears to be from your bank, a logistics company, or a service you use often.

Signs to detect a fraudulent email

It's advisable to examine each message closely. These red flags are not exclusive, but together they greatly increase suspicion. that you are facing a phishing attempt:

• Style errors: mistakes, peculiar syntax, strange expressions or unnatural texts. Spelling mistakes continue to be a very frequent clue.
• “Strange” graphics: pixelated logos, distorted proportions, or images that do not respect the usual design. When the branding doesn't fit, be suspicious..
• Generic greetings: “Dear customer” in a company that should call you by your name. Lack of personalization indicates mass mailing.
• Artificial emergencies: deadlines of minutes, threats of account closure or “last chance”. Time pressure is a classic tactic.
• Unexpected attachments (ZIP, RAR, executables) and invoices that don't match. Compressed files often hide malware.
• Camouflaged links that do not match the official domain. If you don't see a legitimate URL when you hover your mouse over it, don't click..

How to safely verify links and domains

Before interacting, check the actual destination of the link. Hover your cursor over the link without clicking. Look at the URL that appears in the status bar of your email or browser. On mobile, tap and hold the link to see the address.

Another safe tactic is to copy the URL without opening it: Right-click, copy the link, and paste it into a document. Review it carefully. If you see misspelled domains, strange subdomains, or suspicious character strings, don't open it.

Be careful with the Tricks Visuals: “docusing.com” to “docusign.com”, replace the “l” with “1” or add words before the legitimate domain to appear official. The presence of a padlock or "https" does not guarantee legitimacy if the domain is not correct..

Most common types of phishing scams

Criminals vary their baits depending on the season and current events, but some patterns are repeated. Knowing these scripts helps you recognize them in seconds:

• Suspended accounts: messages that say they have blocked your online banking due to unusual activity. If it's not your bank, delete it; if it is, verify through official channels..
• Two-factor authentication (2FA): attempts to get you to approve access or enter codes to "confirm identity". Be suspicious if you didn't initiate the process..
• Tax refunds: alleged communications from the Tax Agency with unexpected refunds. They rely on requesting highly sensitive data and do not receive it via email..
• Order confirmations: receipts or invoices for purchases you didn't make with malicious attachments. The attachment is usually the attack itself.
• CEO fraud and workplace phishing: emails that impersonate bosses or clients asking for urgent payments. Check internally before moving a euro.
• Digital extortion: emails claiming to have "compromising" videos of you and demanding a ransom. They're trying to scare you into paying; don't give in..

When phishing tries to go unnoticed

Some phishing kits include JavaScript to detect if a website is being scanned on a virtual machine or by an automated system. If they detect analysis, they can display a blank page to bypass security tools.Staying up-to-date on fraud techniques helps you recognize these evolving traps.

Specific signals offered by some services

Platforms and companies with a strong focus on security provide clear clues for verifying emails. Some indicators are very useful if you know their communication policy:

• Electronic signatures: Legitimate emails inviting you to sign do not include executable or ZIP attachments, and add a unique security code to the notification. If that code is missing or the link doesn't point to their official domain, be careful..
• Parcels and shipments: certain operators incorporate verifiable codes in their emails. Check the code on the official website before touching anything..
• Email clients: some applications mark unauthenticated senders with “?”. If you see Symbols Unusual contacts you recognize could be impersonation.Consider options for protect email in your organization.

Fake sender and email spoofing

Email spoofing allows an attacker to modify the "From" field to make it appear that the message is sent by another person or company. This deception is possible because SMTP, the email protocol, does not require authentication by default..

In addition to deceiving the recipient (direct victim), it can also harm the owner of the impersonated address (indirect victim). While you are being scammed, someone else may be being impersonated without even knowing it., with an impact on their reputation or relationships.

How to read headers and verify authentications

Email headers contain useful technical data: servers it passed through, transit dates, sending client, and validations such as SPF or DKIM. Analyzing them helps to see if the email is consistent with the domain that claims to send it..

Quick steps depending on your email client: In Outlook, open the message in a new window and go to File > Info > Properties To find "Internet Headers," in Gmail, open it, tap the three dots, and choose "View message source." In Yahoo, search for "View raw message."

With that information you can use tools that break down the header to see it clearly. Interprets data as There delivery, the From domain, and the SPF and DKIM resultsFor example: unusually long transit times, mismatched domains, or DKIM errors are all warning signs.

Best practices for deciding if an email is reliable

The golden rule is to check through official channels what they ask you to do in the email. If you have an account, log in through your usual app or website, or call the number you already know.Do not use phone numbers or links from the suspicious message.

Review all the visual and textual content: greetings, tone, errors, logos, and domain consistencyAnd remember that many legitimate companies will not ask you to update sensitive data through links in unsolicited emails.

What to do if you receive phishing emails in your inbox

If you detect an attempt in your inbox, the safest option is not to open it. Some email clients allow scripts to run when you open an email, so it's best to delete it without interacting with them..

If you can't avoid opening it, never download attachments or click on links. Block the sender manually if your account manager allows it and add the domain to the blocked list, especially if you share the mailbox with someone who might fall for it.

Strengthening your protection with a good antivirus and antispam filters also helps. Up-to-date security software can detect malicious attachments or dangerous URLs. before they cause harm; for corporate environments, consider solutions such as Defender for Office 365.

Email verification and exposure in data breaches

If you are unsure whether an address exists or is operational, you can use email verification services that validate the syntax and availability of the mailbox on the server. These tools allow you to detect fake or expired addresses without sending a real email..

Additionally, some solutions allow you to check if your address appeared in a data breach. If your email has been compromised, change your passwords and enable multi-factor authentication. to limit the impact.

Specific examples: banks, taxes, parcel delivery, and signatures

Banking: If you are notified of suspicious access or blocks, do not press anything. Open the official app or call the phone number listed on your card or website.Do not share passwords via email.

Tax Agency: every campaign brings emails with unexpected “refunds”. The organization does not process refunds by requesting your information via email.And emails that ask for account numbers or ID numbers are usually a trap.

Parcel delivery companies: some companies have implemented verifiable codes in their shipping emails. Enter that code only on the official website to verify that the message is authentic and avoid phishing clones.

Digital signature services: check that the email includes the unique security code in the notification and that the links point to the correct domain. Legitimate invitations to sign do not include ZIP attachments or executable files.and they won't ask you for passwords by email.

Technical protections and habits that make the difference

Activate automatic updates on your computer and mobile device. Patches fix vulnerabilities that attackers exploit.And keeping the system up to date greatly reduces the risk.

Make regular backups of your information. Keep at least one backup outside of your computer or in the cloud. to recover if something goes wrong or you get infected with malware.

What to do if you clicked or gave data

If you clicked on a link and landed on a suspicious website, don't enter anything and close the page. Update your antivirus, run a full scan, and remove any detected threats. in the team.

If you shared sensitive information (card, bank account, ID), contact your bank and change your passwords. Activate activity alerts and MFA where possibleIf you provided your identity information, follow the process recommended by the competent authorities in your country to deal with a possible identity theft.

When the email impersonates a specific service (for example, a signature platform), check if that provider has a reporting channel. Some companies ask you to forward the fraudulent email or write to a mailbox dedicated to abuse. to block campaigns.

How to report phishing attempts

Reporting helps reduce the reach of these campaigns. Use the "Report phishing" or "Spam" option in your email client and, if appropriate, forward it to the security department of the impersonated company.

In corporate environments, notify the IT or security team to isolate similar messages and alert other users. The sooner the chain is broken, the fewer victims there will be. and it will be easier to neutralize the campaign.

Indicators in email clients like Outlook

Some customers show visual clues when something doesn't add up. If you see a “?” in the sender's image, it may indicate that the message has not been authenticated.It doesn't mean it's malicious, but it does require extra caution.

They can also highlight when the sender's actual address does not match the one shown in the "From" field. If the customer emphasizes the discrepancy, it's a strong sign of impersonation. and sufficient reason not to interact. If you need to restore messages deleted by mistake, follow these steps to Recover deleted emails in Outlook.

Practical examples of campaigns you'll often see

These deceptive templates circulate all year round with slight modifications. If you identify them once, you'll find it easy to recognize them the next time.:

• Fake resume or application: a CV arrives with an infected document. The attachment is the malware vector.
• Non-existent service renewals: emails that try to get you to pay for a service you don't have. The goal is to collect payment data.
• Outstanding invoice: take advantage of your routine to pay without verification. Always check the issuer and the amount.
• Impossible prizes or coupons: offers too good to be true. The claim hides a malicious link.
• Fake security alerts: “we detected strange activity” that leads you to a login clone. Do not log in using the link.
• Social media messages: alleged solicitations or direct messages with phishing links. Access it from the official app.
• Extortion by camera “hacking”: blackmail to make you pay a ransom. It's meant to scare you; don't fall for it..

When an organization does not contact you by email

Take into account each entity's communication policy. There are organizations that do not request personal data via email and prefer notifications through other official channels. Knowing these habits helps you avoid falling for emails that use their name.

During sensitive campaigns such as tax return filing, scammers increase shipments with promises of express returns. If a message asks for financial information via email, be immediately suspicious. and validated through official channels.

Quick steps if you manage a team or company

Implement regular training in phishing detection and simulate internal campaigns to measure preparedness. Strengthen SPF, DKIM, and DMARC on your domain to reduce spoofing. and improve the reputation of your shipments; also check a Google Workspace vs Microsoft 365 comparison to choose the right platform.

Establish a clear reporting flow (e.g., a specific button or mailbox) and define verification protocols for urgent transfers. For atypical requests, it requires a second validation through a different channel. email.

If a trusted brand contacts you, use their usual website or app to access your account. Do not download attachments or click on links promoted by unsolicited emailseven though the design is impeccable.

Staying calm and taking a few seconds to verify the sender, links, and message consistency prevents most incidents. These guidelines will give you the ability to distinguish between genuine communications and deception.And you'll know how to react if something has already slipped out.