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 is a major cyber threat, with attackers posing as trusted sources to trick victims into revealing sensitive information. Recognizing phishing tactics is key to preventing these attacks. By understanding these methods, organizations can strengthen defenses, protect data, and reduce breach risks.

What is phishing and why it’s dangerous

Phishing is a type of cyberattack where criminals impersonate trustworthy entities to trick individuals into sharing sensitive information like usernames, passwords, and credit card numbers. The impact of phishing is serious; it can lead to substantial financial losses, legal penalties, and damaged reputations for both individuals and businesses. Implementing Security Awareness Training programs is critical for equipping employees to spot and handle these deceptive schemes.

Common tactics used by cybercriminals

Cybercriminals use tactics like fake emails, misleading websites, and fraudulent messages designed to lure people into sharing personal information. Understanding these tactics is essential for protecting your business’s data. Keepnet’s Phishing Simulator is a practical tool that helps employees identify phishing strategies through simulated training.

Why reporting phishing scams is essential

Promptly reporting phishing scams can reduce risks by allowing quick intervention to secure data. Reporting also aids organizations in tracking and responding to phishing attempts, strengthening their defenses against future 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.