How to Spot Phishing: Unveiling 13 Phishing Warning Signs

by Nikita Serrao

What is a Phishing Attack? 

Phishing is a malicious cyber activity in which individuals or entities attempt to deceive and manipulate users into divulging sensitive and personal information, such as usernames, passwords, credit card details, or other confidential data. Typically conducted through deceptive emails, messages, or websites that mimic trustworthy sources, phishing aims to exploit human trust and curiosity. The attackers often pose as legitimate entities, such as banks, government agencies, or reputable organisations, tricking individuals into providing sensitive information that can be used for identity theft, financial fraud, or other nefarious purposes.  

According to the 2023 State of the Phish: Europe and the Middle East report by Proofpoint, 86% of organisations faced Phishing attacks in the UAE last year. With such a prevalence of attacks occurring, it’s crucial for enterprises and organisations to ensure that employees are aware how to spot phishing, how to identify suspicious communications and what to do if they have been phished. Here are some key reasons why it’s so important to identify and block phishing attempts.   

• Prevention of Data Breaches:

  Phishing attacks often aim to steal sensitive information, such as login credentials, credit card details, or personal data. Identifying and avoiding phishing attempts is vital to prevent unauthorised access to personal or confidential information, reducing the risk of data breaches. 

• Protection against Financial Loss:

  Phishing attacks are frequently associated with financial fraud. By tricking individuals into revealing financial information, attackers can gain unauthorised access to bank accounts or conduct fraudulent transactions. Recognising phishing attempts helps mitigate the risk of financial losses for both individuals and businesses.  

• Preservation of Personal Privacy:

  Phishing attacks may target personal information for various purposes, including identity theft. Identifying and avoiding phishing attempts is essential to safeguard personal privacy and prevent malicious actors from using stolen information to impersonate individuals or engage in fraudulent activities on their behalf. 

• Mitigation of Business Risks:

  Organisations face significant risks from phishing attacks, ranging from financial losses to reputational damage. Employees who can identify phishing attempts contribute to the overall cybersecurity posture of the organisation, reducing the likelihood of successful attacks and associated consequences. 

• Protection against Ransomware:

  Phishing is a common method for delivering ransomware, a type of malware that encrypts files and demands a ransom for their release. Recognising phishing emails and messages helps individuals and organisations avoid falling victim to ransomware attacks, minimising the potential for disruption and financial harm.
   

• Preservation of Trust in Online Communication:

  Phishing attacks often exploit trust in legitimate entities, such as banks, government agencies, or reputable companies. By identifying and avoiding phishing attempts, individuals can maintain trust in online communication channels and avoid being deceived by malicious actors posing as trustworthy entities. 

• Enhancement of Cybersecurity Awareness:

  Educating individuals about phishing and promoting awareness of common tactics empowers them to recognise potential threats. This increased awareness is a fundamental component of a robust cybersecurity strategy, fostering a proactive approach to online safety.  
  

13 Phishing Warning Signs

Here are the top 13 signs that an email might not be legitimate.

1. Unusual Sender Addresses & Domains:

When inspecting emails, always check sender addresses to identify any irregularities, as phishing attempts often employ variations or misspellings of legitimate domains. This is a crucial step in understanding how to check an email for phishing. 

2. Generic Greetings:

Legitimate emails from reputable sources typically use personalised greetings, addressing recipients by their names. If you come across an email with a generic greeting like "Dear Customer," exercise caution, as this is one of the email security tips to be mindful of.

3. Unexpected Attachments or Links:

If you receive an email with unexpected attachments or links urging urgent action, avoid clicking directly. Before interacting with any attachments or links, independently verify the sender's legitimacy. 

4. Misspelled Words and Poor Grammar:

Phishing emails often contain spelling mistakes and grammatical errors, which can be significant phishing warning signs. Pay attention to language quality as it can indicate the legitimacy of the communication.

5. Urgent Calls to Action:

Be cautious when an email demands urgent responses, as this is a key phishing warning sign. If in doubt about what to do with suspicious emails, take the time to independently verify their legitimacy before providing any information. 

6. Emails Requesting Sensitive Data:

If you receive an email requesting sensitive information like login credentials or payment details, take immediate action on what to do if you have been phished. Independently verify such requests through a trusted channel before responding.

7. Unsecured Websites:

Always check for "https://" in the URL and a padlock symbol in the address bar when following links from emails to protect against phishing. This helps identify secure websites and avoids sharing details with scammers.

8. Unusual Email Structure:

Be wary of emails with unusual formatting or inconsistent designs, as these can be indicators of phishing attempts.  Examine the email structure for irregularities and grammatical errors.  

9. Suspicious Pop-Up Windows/Notifications:

If you encounter unexpected pop-up windows within emails, be cautious, as legitimate organisations typically do not use them to request information. Recognising suspicious pop-up windows is crucial in identifying phishing attempts. 

10. Mismatched URLs:

Hover over links to preview the destination URL before clicking, part of the process of how to check if an email address or website URL is spam. If the displayed link differs from the expected one, it could be a phishing attempt. 

11. Fake Logos and Branding:

Phishing emails often feature counterfeit logos and branding. To detect phishing attempts, compare the images to the official ones from the legitimate organisation, paying attention to the quality of the branding.

12. Unusual CEO Emails or Whaling:

These emails are usually from a hacker impersonating a top executive at your company hoping to steal money or private information from employees within the same company. This is also known as “CEO Fraud.”  

13. Too Good to Be True Offers:

Be sceptical of emails promising extraordinary deals or offers, as they may be phishing attempts. Verify the authenticity of such offers through official channels.  

What to Do if You Have Been Phished?

If you've fallen victim to a phishing attack, taking prompt and appropriate actions is crucial to mitigate potential risks. Follow the below steps to minimise the impact.  

1. Report the Incident to the Relevant Authorities:

If you've been phished, report the incident to the relevant authorities, such as your organisation's IT department, your email service provider, or local law enforcement. This helps in investigating the incident and can contribute to overall cybersecurity efforts. 

2. Change Passwords Immediately:

One of the first actions after being phished should be changing passwords for all affected accounts. This includes email, social media, banking, and any other accounts that may have been compromised. Choose strong, unique passwords for each account to enhance security. 

3. Run Antivirus and Anti-Malware Scans:

Run comprehensive antivirus and anti-malware scans on your device to detect and remove any malicious software that might have been introduced through the phishing attack. This step helps ensure that your system is clean and secure from potential threats. 

4. Remove Your Device from the Network:

If you suspect that your device has been compromised, disconnect it from the network immediately. This helps prevent further unauthorised access or data exfiltration. Once disconnected, you can assess the extent of the compromise and take appropriate actions to secure your device. 

5. Back Up Your Files:

As a precautionary measure, back up your files to ensure that you have a copy of your important data in case of data loss or ransomware attacks. Use external storage or cloud-based services for backup. This step is essential to safeguard your data and expedite the recovery process.   

Additional Email Security Tips

Incorporating additional email security tips into your routine helps create a comprehensive defence against email-based threats, ensuring a safer online environment for both individuals and organisations. Follow these steps to ensure safer business communications.   

1. Enable Multi-Factor Authentication  

Multi-Factor Authentication (MFA) adds an extra layer of security by requiring a second form of verification in addition to your password. Services like Cisco Duo Security and Cisco Secure Email act as email phishing checkers and enhance email security by verifying user access, incorporating advanced threat intelligence, machine learning, and global threat telemetry. This helps in identifying and blocking phishing attempts, malicious attachments, and other email-borne threats. Enabling Duo MFA and using advanced email security services provide a robust defence against unauthorised access and email-based attacks. 

2. Keep Software and Antivirus Programs Updated:

Regularly update your operating system, email client, and antivirus software to ensure you have the latest security patches. Cybercriminals often exploit vulnerabilities in outdated software to launch attacks. Keeping everything up-to-date helps protect against known security threats and vulnerabilities, enhancing overall email security.

3. Educate Yourself and Others:

Knowledge is a powerful defence to protect against phishing and other email-based threats. Educate yourself and others in your organisation about the various tactics used by cybercriminals, such as phishing emails, social engineering, and malware. Train users to recognise phishing warning signs, report suspicious emails, and follow best practices for email security. Continuous education and awareness programs contribute significantly to building a resilient defence against evolving cyber threats.  

 FAQs   

1. What Are the Different Types of Phishing?  
   Phishing is a type of cyber-attack that involves tricking individuals into divulging sensitive information, such as passwords or financial details. There are various types of phishing, each employing different tactics to achieve its malicious goals. Here are some common types of phishing:

• Spear Phishing: 
  In spear phishing, attackers target specific individuals or organisations. The attackers gather information about the target, such as their interests, relationships, and work roles, to create personalised and convincing phishing messages. Spear phishing can often be identified via bad grammar. This type of phishing often requires more research but can be highly effective. 
• Phishing Emails: 
  Phishing emails are the most common form of phishing. Attackers send deceptive emails that appear to be from legitimate sources, such as banks or government agencies, to trick individuals into providing sensitive information or clicking on malicious links. 
• Vishing (Voice Phishing): 
  Vishing involves using phone calls to trick individuals into providing sensitive information. The attackers may use caller ID spoofing to appear as a trusted entity, such as a bank or government entity to add to their legitimacy. Make sure to look up suspicious phone numbers before revealing any confidential information.  
• SMS Phishing: 
  Smishing, or SMS phishing, involves phishing attacks conducted through text messages. Attackers send deceptive messages claiming to be from trusted sources, often containing links or phone numbers, with the aim of tricking recipients into providing sensitive information or clicking on malicious links. 
• Clone Phishing: 
  In clone phishing, attackers create a replica of a legitimate email, website, or other content that the victim has interacted with before. The cloned version usually contains malicious elements, such as links or attachments, aiming to deceive the recipient into providing sensitive information. 
• Whaling or CEO Fraud: 
  Whaling or CEO fraud targets high-profile individuals within organisations, such as executives or CEOs. Attackers aim to deceive these individuals into authorising financial transactions or revealing sensitive information by posing as a trusted colleague or business partner. 
• Business Email Compromise (BEC): 
  BEC attacks involve compromising business email accounts to conduct fraudulent activities. Attackers gain access to an email account, often through social engineering or phishing, and use it to impersonate executives or employees to initiate financial transactions or gain unauthorised access. 
• Angler Phishing: 
  Angler phishing involves exploiting social media platforms to target individuals. Attackers create fake profiles or pose as trusted contacts to manipulate victims into revealing personal information or clicking on malicious links. 
• Search Engine Phishing: 
  In search engine phishing, attackers manipulate search engine results to lead individuals to malicious websites. Victims may think they are clicking on legitimate links, but they end up on phishing sites designed to steal their credentials or deliver malware. 
• Man-in-the-Middle (MitM) Attacks: 
  In MitM attacks, hackers intercept and potentially alter communication between two parties without their knowledge. This can include intercepting login credentials or sensitive information exchanged between the user and a legitimate website. 

2. What's the best way to detect a phishing email?
   Detecting phishing emails involves a combination of vigilance and attention to key indicators. First, scrutinise the sender's email address for any subtle variations or misspellings. Verify the authenticity of the sender and be cautious of unfamiliar or unexpected sources. Examine the content for poor grammar, spelling errors, or unusual language, as legitimate organisations maintain high communication standards. Avoid clicking on suspicious links by hovering over them to preview the destination URL. Be wary of emails creating a sense of urgency and demanding immediate action. Check for personalisation, as legitimate emails often address recipients by name. Carefully examine unexpected attachments, and never provide sensitive information in response to email requests. Trust your instincts; if something seems off, independently verify the email's authenticity before taking any action. Staying informed about common phishing tactics and regularly updating cybersecurity knowledge enhances the ability to identify and respond to phishing threats effectively. 

3. What happens if you accidentally click a phishing link?
   If you accidentally click on a phishing link, it can have various consequences, potentially compromising your cybersecurity and personal information. Here are some potential outcomes: 

• Installation of Malware: Phishing links may lead to websites that automatically download malicious software onto your device. This malware can range from viruses and spyware to more sophisticated types that can compromise your system's security. 
• Stolen Credentials: Phishing websites often mimic legitimate login pages to trick users into entering their usernames and passwords. If you unwittingly provide this information, attackers can use it to access your accounts, leading to identity theft or unauthorised access to sensitive data. 
• Financial Fraud: Some phishing attacks aim to trick users into providing credit card information or banking details. If you enter such information on a phishing site, cybercriminals can use it for financial fraud or unauthorised transactions. 
• Ransomware Attacks: Clicking on a phishing link may lead to the download of ransomware, which can encrypt your files and demand payment for their release. Falling victim to ransomware can result in data loss and financial losses. 
• Identity Theft: Phishing attacks often target personal information such as social security numbers, addresses, and birthdates. If you inadvertently provide this information, it can be used for identity theft, leading to various fraudulent activities on your behalf. 
• Compromised Accounts: If the phishing link redirects you to a fake login page and you enter your credentials, your accounts on various platforms may be compromised. This can include email, social media, or any other service for which you use the same login credentials. 
• Spread of Phishing Emails: Some phishing links may trigger the sending of additional phishing emails from your compromised account to contacts in your address book, potentially spreading the attack further.
  If you realise that you've clicked on a phishing link, take immediate action to mitigate potential damage: 
  • Disconnect from the Internet: Disconnect your device from the network to prevent further communication with the phishing site and to contain any potential malware.
  • Run Security Scans: Use antivirus and anti-malware software to scan your device for malicious software and remove any threats that may have been introduced.
  • Change Passwords: Change the passwords for the accounts that may have been compromised, especially if you entered login credentials on the phishing site. 
    
  • Monitor Accounts: Keep a close eye on your financial accounts, email, and other online services for any suspicious activities. Report any unauthorised transactions or activities to the relevant authorities. 

By taking prompt and appropriate actions, you can minimise the potential impact of clicking on a phishing link and enhance your overall cybersecurity.