How do you spot suspicious emails among all your business messages?
Summary: how do you spot suspicious emails among your business messages?
Suspicious emails in your business inbox can be recognised by details like strange sender addresses, unusual requests, language mistakes, and misleading links. Watch out for urgency and always verify via another channel if you're unsure. Unexpected attachments or English messages from Dutch contacts can also be red flags. By staying alert and using reliable security software, you can protect yourself as a business owner against phishing and email fraud.
As a business owner, you receive dozens—if not hundreds—of emails every day. Quotes, customer queries, invoices, collaborations… but among those, unsafe messages can easily slip through. Suspicious emails are becoming increasingly sophisticated and aren’t always obvious at first glance. Especially on busy days, it's easy to make a mistake. That’s why it’s important to know what to watch for. In this blog, we’ll share clear warning signs to help you recognise phishing and other types of email fraud in your business inbox.
1. Check the sender’s email address
Suspicious emails often come from fake senders trying to appear legitimate. Always double-check the email address. For example, an email from your bank should end with @rabobank.nl—not @rabo-bank-security.com.
Watch out for small tweaks in the domain name, like extra numbers or swapped letters. These tricks are used to mislead you.
2. Urgent tone or pressure to act quickly
Cybercriminals often try to create pressure. A common tactic is urging you to respond “within 24 hours” or to make a payment to avoid account suspension. These messages are designed to make you act fast without thinking.
If you receive an urgent request via email, always verify it through another channel (like a phone call) to check if it’s legitimate.
3. Language and formatting
Look out for awkward sentences, spelling mistakes, or strange wording. Many phishing emails are poorly translated or written. If an email is in English when you usually communicate in Dutch, be suspicious.
Formatting can also be slightly off. A blurry logo, odd layout, or missing contact information could be signs. These small details often give a phishing attempt away.
4. Unexpected attachments or links
Never open an attachment or click a link if the message seems suspicious. Malicious files or links can install malware or steal your information.
A helpful tip is to hover your mouse over the link (without clicking). This shows the real destination of the link. If it looks odd or doesn’t match the sender, don’t open it.
5. Unusual requests from colleagues or partners
Spear phishing is a targeted type of phishing where criminals pose as someone from within your organisation. They might request a payment or login details.
If an email asks you to do something unusual, like transferring money to a new account, call the person directly to confirm. One phone call can prevent a lot of trouble.
What can you do as a business owner to protect yourself?
Besides staying alert for suspicious emails, freelancers and SMEs can take extra steps:
- Use reliable security software with phishing protection.
- Enable automatic updates for your operating system and email programmes.
- Invest in email security through your hosting provider or IT partner.
- Train your team if you have one, so everyone can recognise warning signs.
- Back up important data so you can recover if anything goes wrong.
Conclusion
Suspicious emails are getting smarter, but with some attention, they’re often easy to spot. By paying close attention to the sender, language, content, and requests, you can avoid falling into a phishing trap. In a business environment, email security is essential.
Want to know which security solutions are best for your company? At Antivirus.eu, we offer honest and independent advice, so you can focus on your work without worrying about email fraud or other online risks.
