Do you really need to urgently change your online banking password, or is that message from a hacker trying to get hold of your login details?
It’s not always easy to spot a phishing email, but in this guide we’ll run through the common warning signs that suggest a message isn’t what it claims to be. We’ll also cover some simple steps you can take to avoid falling for a phishing scam.
The dangers of phishing emails
84% of UK business breaches started from a phishing attack last year — it’s the number one threat.
Businesses in Britain face a cyber attack every 44 seconds, on average, and very often through suspicious emails. Globally, 3.4 billion phishing emails are sent daily. So, it’s worth keeping your eyes peeled!
Phishing isn’t just a threat to big businesses — individuals, freelancers, and small companies are also prime targets. Scammers often try to trick you into revealing passwords, financial information, or other personal data. Even a single click on a malicious link can give hackers access to sensitive accounts, lead to identity theft, or allow malware to spread through your devices.
Understanding the scale and variety of phishing attacks shows why it’s so important to stay alert and know the warning signs.
Why a professional email makes a difference
Free email accounts might seem convenient, but they usually lack the credibility and trust that come with a professional provider like 123 Reg. Having a proper official email address acts as a safeguard in itself — showing recipients your messages are legitimate, and making it harder for scammers to impersonate you.
Added to this, Professional Email with 123 Reg gives you advanced phishing filters, spam protection, and automatic threat detection straight out of the box — features that free services can’t always match.
Email with Microsoft 365 also comes with powerful built-in phishing and spam filters. Now powered by AI, these scan incoming messages in real time to block or quarantine suspicious emails before they reach your inbox.
Even so, no filter catches everything, so it’s important to know the warning signs yourself. Below are some simple steps to stay one step ahead of scammers.
For more, check out: Why Every Business Needs a Professional Email Address
Eight signs of a phishing email
1. Dodgy spelling and grammar
To start with the obvious: An email that’s full of spelling mistakes and clumsy grammar is a strong sign it could be a phishing attempt. So maybe your English teacher wasn’t just being picky after all — those lessons on spelling and grammar can actually help you spot scams.
That said, flawless spelling and grammar don’t prove an email is genuine, as more sophisticated scams (many using AI) now look very convincing.
2. Inconsistent branding, logos, and formatting
Phishing emails sometimes use logos or branding that look slightly off — wrong colours, blurry images, or misaligned layouts. If the design feels “off,” that’s a warning sign. Other giveaways can be the email’s overall design. If the layout seems messy, the formatting is strange, or the fonts don’t match the usual style of the company, treat it as a warning sign.
3. An unkown or unusual sender address
One of the quickest ways to spot a phishing email is to check the sender’s address.
Legitimate messages come from an address linked to the business. For example, 123 Reg emails end in “@123-reg.co.uk”, “@email.123-reg.co.uk” or “@marketing.123-reg.co.uk”.
If the address doesn’t match the organisation, that’s a red flag. But even if it looks right, scammers can use email spoofing to disguise it, so watch for other warning signs too.
4. Attachements you never expected or asked for
Be wary of emails with attachments you weren’t expecting. Spam emails often include files that can install malware on your device. Don’t open attachments from unknown senders, and even if you recognise the sender, make sure the attachment makes sense in context.
See also: No More Spam, Please! How Can I Stop Getting Spam Emails?
5. Links to a malicious website
Many phishing emails try to steal your information by getting you to click a link to a fake website. These sites are often designed to look like the organisation in the email and may ask you to log in or enter payment details. Anything you submit goes straight to the scammer, putting your account at risk.
Pay attention to links. Scammers often hide malicious websites behind text that looks legitimate. Hover over any links to see the actual web address — if it doesn’t match the company or looks suspicious, don’t click.
Top tip: Understanding web addresses can help you spot dodgy sites — and that’s a key reason to find a proper domain name for your business! A clear, reliable domain should work to make your website and emails more trustworthy.
6. Generic greetings or vague content
Spam emails often don’t address you by name or include specific details. Messages like “Dear customer” or “Hello friend” can indicate a mass email sent to many people. Scammers also use vague language about “your account” or “your invoice” without specifying details.
7. Requests for sensitive info
The whole point of a phishing email is to collect sensitive information. Another key warning sign is being asked to share details such as bank or card information, account logins, passwords, or personal data like your date of birth.
In a basic phishing email, you might be asked to reply directly with this information. In a more sophisticated version, you’ll be encouraged to click a link and enter your details on a website – which brings us to the next point.
8. Pressure to act urgently
Phishing emails often try to push you into acting quickly. If you feel rushed, you’re less likely to stop and think, which makes it easier for scammers to catch you out. This sense of urgency might be negative, such as a warning that you’ll be locked out of your account or that a service will be suspended if you don’t act. Some will even claim your account has already been hacked and you need to change your password immediately.
Others use a positive hook, such as the promise of a prize, rebate, or tax refund if you respond straight away. If you receive an unexpected email that urges you to act now, treat it with caution.
Tips to avoid being phished
It can be hard to tell a sophisticated phishing email from a genuine one, so it’s wise to play it safe.
If an email feels suspicious, don’t panic — there are a few simple steps you can take:
✓ Treat unexpected emails with caution. Do NOT click or reply. Avoid links, attachments, or responding to the sender.
✓ Mark it as spam or junk. Your email service can filter similar messages in the future.
✓ Move it out of your inbox. Keeping it separate reduces the risk of accidentally clicking something later.
✓ Check safely. If the email is about your account, go directly to the organisation’s website using your browser — don’t follow any links in the email.
✓ Report it if you can. Reputable companies should have dedicated email addresses for reporting phishing. Alternatively, you can forward it to a service like the UK’s Action Fraud. Their website is: www.actionfraud.police.uk
These steps help protect your account and make it harder for scammers to get away with anything.
Unsure about an email claiming to be from 123 Reg?
We’ll never ask for passwords or payment details by email. If you’re not sure whether a message is genuine, check it against the signs above.
If you’re concerned, you can report suspicious emails using our online phishing report form or contact our support team on 0345 450 2310.
Wrap up
Well, there you go — spotting spam isn’t as tricky as it seems. Watch out for dodgy links, strange sender addresses, and requests for personal info, and when in doubt, head straight to the company’s website. A little caution keeps your inbox and accounts safe, and that’s one less thing to worry about.
Help protect your messages from the start — discover Professional Email with 123 Reg
