Comprehensive Guide to Reporting Phishing Emails

Phishing is the most common form of cybercrime, with an estimated 3.4 billion spam emails sent every day. This overwhelming volume underscores the urgent need for businesses to protect themselves and educate their employees against these relentless digital threats. Phishing attacks put sensitive data and corporate systems at serious risk.

This blog post will provide you with essential steps to recognize, report, and protect your organization from phishing scams, helping to build a resilient defense against evolving cyber threats.

Understanding Phishing: What You Need to Know

Phishing continues to be the most widespread cyber threat, affecting 93% of businesses and 95% of charities that suffered a cyber incident in 2025, as reported by the UK Government’s Cyber Security Breaches Survey. These attacks bypass technical defenses by exploiting human behavior through realistic-looking emails, spoofed websites, and manipulative messaging that pressures users into quick decisions. For instance, a single deceptive link can lead an employee to a cloned login page, silently capturing their credentials.

By learning to recognize these tactics, organizations can train their teams to pause, assess, and respond with caution, reducing the risk of breaches before damage occurs.

What is phishing and why it’s dangerous

Phishing is a deceptive cyberattack where criminals pose as trusted contacts such as banks, colleagues, or government agencies to trick individuals into revealing sensitive data like login credentials, credit card details, or corporate access codes. These attacks often arrive via email, SMS, or voice calls and are crafted to bypass technical security tools by targeting human error. The consequences are severe: financial losses, regulatory fines, data breaches, and long-term reputational harm.

To combat this, organizations must implement robust Security Awareness Training that empowers employees to recognize and report suspicious messages before any damage is done.

Common tactics used by cybercriminals

Cybercriminals use a range of deceptive strategies to manipulate employees and gain access to sensitive information. Some of the most common phishing tactics include:

• Spoofed email addresses that appear to come from trusted senders, such as colleagues or executives.
• Lookalike domains that mimic legitimate websites, often with slight misspellings or altered characters.
• Urgent-sounding messages, like “Your account will be deactivated in 24 hours,” that create panic and prompt hasty actions.
• Fraudulent login pages designed to capture usernames and passwords by imitating well-known platforms.
• Timing attacks during high-stress periods, such as end-of-month billing cycles, to exploit distraction and routine behavior.

To defend against these tactics, Keepnet’s Phishing Simulator offers hands-on training that replicates real attack scenarios - helping employees detect and avoid phishing attempts before any harm is done.

Why reporting phishing scams is essential

Reporting phishing attempts immediately allows IT and security teams to contain threats before data is compromised. It also enables the organization to analyze attack patterns, block similar threats, and improve security measures over time. Every reported phishing email contributes to a broader defense strategy — reducing the chances of future attacks slipping through. In many cases, early reporting prevents the same phishing email from reaching other employees, minimizing potential damage. Additionally, detailed reports can support forensic investigations and help identify the sources and methods behind the attacks.

Key Indicators of a Phishing Email

Knowing how to identify phishing emails is your first line of defense. Here are some common signs to look for:

Suspicious sender details

Phishing emails often mimic legitimate sources but may have minor differences in the sender's email address or domain. Scrutinize email addresses for any unusual elements, like slight misspellings, and always verify the sender with known contacts when in doubt.

Vague or generic salutations

Phishing emails frequently open with impersonal greetings, like "Dear User" or "Dear Customer," instead of your name. These generic salutations are often red flags, so encourage employees to question emails that don’t address them personally.

Content clues and urgent language

Phishing emails often create a false sense of urgency, with statements like “Your account will be deactivated” or “Immediate action required.” Watch out for poor grammar, spelling mistakes, and any odd requests for confidential information. These clues can often signal a phishing attempt.

Untrustworthy links or buttons

Phishing emails often include suspicious links that appear legitimate. Hover over the links to see their real destinations, or better yet, manually navigate to websites instead of clicking on embedded links. Using a Phishing Simulator can familiarize employees with spotting and handling such links safely.

Risky attachments

Unexpected attachments, especially from unknown senders, can contain malware or other harmful code. To avoid risks, scan attachments with antivirus software before opening.

Missing or mismatched contact information

Phishing emails may lack contact information or display incorrect details. Always double-check any contact information in a suspicious email against a trusted source, as this can help verify its legitimacy.

Steps to Report a Phishing Email

Reporting phishing emails as soon as they’re identified is crucial. Here’s how to go about it:

Report internally to your IT department

Encourage employees to report any suspected phishing emails to your IT department or security team immediately. Quick reporting allows for faster intervention and can minimize potential damage. Reinforcing this behavior through regular Security Awareness Training will help make it second nature for employees. Check out the Keepnet Human Risk Management Platform for tools to strengthen your organization’s reporting process.

Report to your email provider

Most email providers, like Gmail, Outlook, and Yahoo!, have built-in tools for reporting phishing. Reporting phishing emails through these platforms can help block malicious senders and prevent future attacks.

Report to national or governing bodies

Each country has its own organizations dedicated to handling cybercrime reports. Examples include CISA in the United States, the Canadian Anti-Fraud Centre, and the UK’s National Fraud and Cyber Crime Reporting Centre. Submitting phishing reports to these agencies helps authorities track and combat cybercrime on a larger scale.

Mark the sender as spam or junk

Adding the sender to your spam or junk list automatically redirects future emails from them to a separate folder, reducing the chances of accidental clicks.

Delete the phishing email

After you’ve reported a phishing email, deleting it immediately helps prevent accidental interactions. Keeping your inbox clear of identified threats reduces security risks.

Building a Culture of Cybersecurity Awareness

Creating a culture of open communication about cybersecurity helps build trust and encourages employees to report suspicious emails without hesitation. When employees know they can report issues without judgment, response times improve, and phishing threats are handled more effectively.

Test Your Phishing Awareness

Ongoing phishing awareness training is essential to help employees stay vigilant against new and evolving tactics. Incorporating simulated phishing exercises into your training routine can improve awareness and response skills. These exercises are effective for refining employees' abilities to identify phishing and understand how to report it properly.

Strengthening Your Organization’s Defense with Keepnet’s Solutions

Phishing attacks continue to evolve, so having a proactive approach to cybersecurity is essential. Tools like Keepnet's Phishing Simulator and Security Awareness Training programs can equip your employees with the skills they need to recognize phishing threats and report them. Remember, reporting phishing emails is more than protecting individual inboxes—it’s about safeguarding your entire organization from potential breaches.

Editor's Note: This article was updated on June 12, 2025.