What are Phishing E-Mails and How to Identify Phishing E-Mails

Phishing is a deceptive cyber threat that targets individuals and organizations by impersonating trustworthy sources to steal sensitive data such as passwords, financial information, or company secrets. Understanding how to spot and prevent phishing is essential for the security of small and medium-sized enterprises (SMEs).

What Is Phishing?

Phishing attacks come in many forms: emails, messages, or websites that appear legitimate but are designed to trick recipients into revealing confidential details or installing malicious software. For SMEs, a single phishing incident can lead to data breaches, financial loss, and significant reputational damage.

How to Identify a Phishing Email

  • Urgency and Pressure: Phishing emails often create a false sense of urgency—for example, prompting users to act quickly to avoid negative consequences or to seize a fake opportunity.
  • Grammar and Spelling Errors: Poor grammar or odd phrasing can be a telltale sign, as legitimate organizations usually proofread communications carefully.
  • Suspicious Sender: Check the sender’s email address for unfamiliar domains or minor misspellings that mimic legitimate companies.
  • Unexpected Attachments or Links: Avoid clicking on unfamiliar links or opening attachments, especially file types commonly associated with malware.
  • Requests for Sensitive Information: Be wary of emails asking for passwords, payment details, or personal information, especially if unsolicited.
  • Too Good to Be True Offers: If an email promises rewards or notifications of unexpected winnings, it’s likely a scam.

How to Mitigate Phishing Attempts

  • Employee Training: Regularly educate staff on how to recognize phishing attempts, including reviewing real-world examples and conducting simulated tests.
  • Multi-Factor Authentication (MFA): Require MFA for logins, adding an extra layer of security even if credentials are compromised.
  • Email Security Tools: Implement spam filters, link sanitization, and real-time scanning to catch suspicious communications before reaching inboxes.
  • Double-Check and Verify: Encourage employees to independently verify any unusual or urgent requests—by phone or in person—especially those involving sensitive data or funds.
  • Incident Response Plan: Develop a clear process for reporting and responding to suspected phishing. If an attack is suspected, isolate affected systems, reset compromised passwords, and inform IT or security teams immediately.

By building phishing awareness and enforcing layered security practices, SMEs can significantly reduce their vulnerability to these evolving attacks and better protect their business assets.

See more on phishing on the Government of Canada’s Get Cyber Safe website.