Email remains one of the most common entry points for cyberattacks, with phishing attempts growing more sophisticated every day. As an MSP dedicated to helping businesses stay secure, we believe that educating teams is one of the best defenses against malicious emails. Here are 10 ways to determine if an email is safe:
1. CHECK THE SENDER’S EMAIL ADDRESS
Don’t just look at the display name—inspect the full email address. Legitimate companies typically use their official domains. If an email claims to be from “Amazon” but the sender’s address is something like customer-support@amz1234.com, it’s likely fraudulent.
2. LOOK FOR SPELLING AND GRAMMAR MISTAKES
Professional emails from reputable organizations are carefully reviewed for accuracy. Frequent typos, grammatical errors, or odd phrasing can indicate a scam.
3. BE WARY OF URGENT OR THREATENING LANGUAGE
Fraudsters often try to create a sense of panic by claiming you must “act now” or face consequences. Legitimate organizations rarely use scare tactics to prompt immediate action.
4. HOVER OVER LINKS BEFORE CLICKING
Place your mouse over any link in the email (without clicking) to preview the destination. If the URL looks suspicious or doesn’t match the sender’s domain, it’s best to avoid it.
5. BEWARE OF UNEXPECTED ATTACHMENTS
Attachments can carry malicious software. If you weren’t expecting the email—or if the file format seems unusual, such as a .exe, .bat, or .zip—proceed with caution and don’t download it.
6. CONFIRM PERSONALIZATION
Many phishing emails use generic greetings like “Dear Customer” or “Hello User.” Legitimate organizations often personalize emails with your name or specific account details.
7. EXAMINE THE EMAIL’S FORMATTING
Fraudulent emails often have inconsistent formatting, such as mismatched fonts, awkward spacing, or poorly designed logos. These can be red flags indicating the email isn’t genuine.
8. CHECK FOR SPOOFED COMPANY BRANDING
Some phishing emails use company logos and branding to appear legitimate. However, these often look pixelated, outdated, or improperly sized. When in doubt, visit the company’s official website directly rather than clicking any links.
9. BE SKEPTICAL OF UNSOLICITED OFFERS
Emails offering unexpected rewards, discounts, or deals—especially those that seem too good to be true—should be approached with caution. Verify the offer through official channels if it’s of interest.
10. TRUST YOUR INSTINCTS
If something feels off about an email, trust your gut. Take a moment to verify its legitimacy by contacting the sender through official contact details—not the ones provided in the email.
STAY VIGILANT WITH EXPERT SUPPORT
Training your team to recognize suspicious emails is a crucial step in protecting your business, but even the most cautious individuals can make mistakes. As an MSP, we provide advanced email security solutions and employee awareness training to minimize risks and keep your business safe.
To learn more about how your email security impacts the health of your network, contact us today!
Note: This post was originally published on March 13, 2020, and has been updated to include the latest information.