So you’ve received a weird looking email, with an urgent request about account or system information.
It looks suspicious.
It feels suspicious.
In most cases, unfortunately, it IS suspicious.
These are known as phishing emails, which are a form of cyberattack that looks to gain information or access to your secure system. Let’s take a look into what phishing attacks look like, as well as how best to identify and respond to them.
Phishing Email attacks are a significant threat to businesses, with cybercriminals continually devising sophisticated methods to deceive employees and compromise sensitive information. Being able to identify a phishing email swiftly is crucial for safeguarding your organisation’s assets. This blog will provide a comprehensive guide on not just recognising phishing emails in under a minute, but also provide solutions and responses for business owners.
What is Phishing?

Phishing is a form of cybercrime where attackers impersonate legitimate organisations through emails, messages, or websites to deceive individuals into providing sensitive data, such as usernames, passwords, and financial information. These fraudulent communications often appear authentic, making them challenging to detect without proper vigilance.
Phishing remains one of the most prevalent cyber threats targeting businesses. These deceptive attempts aim to trick recipients into revealing confidential information or installing malicious software (malware). Understanding how to quickly identify phishing emails is essential for protecting your business from potential harm.
What is a Phishing Email?
Phishing emails are fraudulent messages designed to trick recipients into revealing sensitive information. These emails often appear to come from legitimate organisations, using fake links, urgent language, and deceptive attachments to lure victims into clicking malicious content or providing confidential information.
The Impact of Phishing on Businesses
Phishing attacks can have severe consequences for businesses, including:
Financial Losses
Direct financial losses can occur when attackers gain access to company funds or trick employees into making fraudulent transactions. Additionally, businesses may face fines and legal costs associated with data breaches resulting from successful phishing attempts.
Reputational Damage
A data breach can erode customer trust, leading to a loss of clientele and negative publicity. Rebuilding a tarnished reputation can be a long and costly process.
Operational Disruptions
Phishing attacks can disrupt business operations by compromising systems, leading to downtime and decreased productivity. The recovery process can be time-consuming, further impacting the organisation’s efficiency.
5 Ways to Quickly Identify a Phishing Email

Recognising phishing emails promptly is vital. Here are key indicators to watch for:
1. Check the Sender’s Email Address
- Inconsistent Domains: Legitimate organisations use official domains. Be cautious if the sender’s email address doesn’t match the company’s standard domain or contains misspellings.
2. Examine the Subject Line and Content
- Generic Greetings: Phishing emails often use non-personalised greetings like “Dear Customer.”
- Urgent or Threatening Language: Messages that create a sense of urgency or fear, pressuring immediate action, are suspect.
3. Analyse the Language and Grammar
- Spelling and Grammar Errors: Poor language quality can indicate a phishing attempt, as legitimate communications typically maintain professional standards.
4. Hover Over Links Without Clicking
- Mismatched URLs: Before clicking, hover over links to preview the URL. If the link doesn’t match the purported destination or looks suspicious, do not click.
5. Assess the Email’s Urgency and Requests
- Unsolicited Attachments or Requests for Sensitive Information: Be wary of unexpected attachments or emails requesting confidential data. Legitimate companies rarely ask for sensitive information via email.
How to Respond to a Suspected Phishing Email
If you identify a potential phishing email:
- Do Not Click on Any Links or Download Attachments
- Avoid interacting with any part of the email to prevent potential malware installation.
- Report the Email to Your IT Department or Service Provider
- Forward the suspicious email to your internal IT team or use your email client’s reporting features to alert them. Adept IT Solutions clients have this available to them for resolving such issues.
- Delete the Email from Your Inbox
- Remove the email to prevent accidental interaction.
- Monitor Your Accounts for Unusual Activity
- Regularly review your accounts for any signs of unauthorised access or transactions.
Best Practices for Businesses to Prevent Phishing Attacks

Implementing proactive measures can significantly reduce the risk of phishing attacks:
Employee Training and Awareness
- Regular Workshops: Conduct training sessions to educate employees on identifying phishing attempts and the importance of cybersecurity.
- Simulated Phishing Exercises: Periodically test employees with simulated phishing emails to assess and improve their vigilance.
Adept IT Solutions is proud to offer comprehensive and effective IT Cybersecurity and Policy Awareness Education, aimed to train employees in the modern standards of cybersecurity and compliance.
Implement Advanced Email Security Measures
- Spam Filters and Email Authentication: Utilise robust spam filters and implement email authentication protocols to detect and block malicious emails.
- Regular Software Updates: Keep all systems and security software up-to-date to protect against known vulnerabilities.
Adept IT Solutions can assist with these advanced email security measures. Staying on top of regular software updates, and protecting email programs is a great step in the progress towards a secure system.
Establish Clear Reporting Protocols
- Defined Procedures: Create a straightforward process for employees to report suspicious emails promptly.
- Timely Response: Ensure that reported incidents are investigated and addressed swiftly to mitigate potential threats.
Adept IT Solutions provides high quality Managed IT Services that consist of cybersecurity measures that include the ability to report suspicious emails, as well as providing timely responses in the event of a cyberattack.
How Adept IT Solutions can Assist in the Battle Against Phishing Emails
Phishing attacks pose a significant threat to businesses, but with awareness and proactive measures, you can protect your organisation. By educating employees, implementing robust security protocols, and fostering a culture of vigilance, businesses can minimise the risk of falling victim to phishing scams.
For more detailed information on recognising and avoiding phishing scams, refer to resources provided by the Australian Cyber Security Centre.
Adept IT Solutions has a highly experienced team of IT support professionals ready to assist with your cybersecurity and phishing email concerns.
Providing an extensive list of services to our valued clients, the fight against cyberattacks, and phishing emails specifically, is at the forefront. Contact us today to experience the Adept IT Solutions difference, and keep your business protected.
You can contact us at 1300 423 378 or email us at info@adept-it.com.au. We look forward to hearing from you and implementing the cybersecurity standards your business deserves.