How to Spot a Phishing Email

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For years, people were told to spot scam emails by looking for spelling mistakes, strange wording, and poor grammar. The idea was simple: a legitimate bank, supplier, or business would communicate professionally, while a message filled with errors was probably fake. It was easy advice to remember, and for a long time, it worked.

That advice is no longer enough. Scammers now use artificial intelligence to create polished, professional emails without the mistakes that once exposed them. These messages can sound just like they came from a legitimate company, or even someone you already know.

Why spelling mistakes are no longer a reliable warning sign

Spelling and grammar used to reveal many phishing attempts because scammers were often writing in a language they did not speak fluently. AI has largely removed that obstacle.

The UK’s National Cyber Security Centre warns that generative AI can produce convincing phishing messages without the translation, spelling, and grammar mistakes that traditionally gave scams away. The FBI has issued a similar warning, noting that criminals use AI to make fraudulent messages sound more believable.

As a result, one of the most familiar ways of identifying a scam email is no longer dependable. A message can be perfectly written and still be dangerous.

What makes today’s phishing emails so believable

·        The writing sounds professional. AI can create a clear, polished business email in seconds and match almost any tone the attacker requests.

·        The message feels personal. Attackers can gather information from your company website, employee LinkedIn profiles, social media accounts, or press releases. They can then create emails containing real names, accurate job titles, and believable business details.

·        Attackers can send more emails. AI makes phishing messages faster and easier to produce. The FBI’s Internet Crime Complaint Center has connected the criminal use of AI to more than 22,000 complaints and nearly $893 million in reported losses.

Modern phishing emails are rarely as obvious as “Dear customer, your account is suspended.” Instead, someone in your finance department might receive a message that appears to come from a familiar supplier. It may mention a real project and request updated bank information for the next invoice.

Everything about the email may appear legitimate. The only problem is that the supplier never sent it.

Why email security cannot stop every scam

Email security and spam filters remain important, and every business should use them. However, no security tool catches every threat.

A personalized email that asks a normal-sounding question may not appear suspicious to an automated filter, especially when it does not contain a clearly malicious link or attachment. As AI-generated phishing becomes more convincing, employees who know how to verify unusual requests remain an essential part of your defense.

AI scams now extend beyond your inbox

The same technology is also making fraudulent phone calls, voicemails, and text messages harder to recognize.

The FBI warns that criminals can clone someone’s voice using a short audio sample. They may then create a voicemail that sounds like a manager, coworker, or family member requesting an urgent payment or sensitive information.

The safest response is the same whether the request arrives by email, phone, or text. If someone unexpectedly asks for money, login information, or a verification code, stop and contact that person using a trusted phone number you already have.

Warning signs that still reveal a scam email

If writing quality is no longer a reliable clue, focus on what the email is asking you to do. The most important phishing warning signs have not changed:

·        It asks for money, gift cards, or payment to a new account.

·        It requests a password, login, verification code, or personal information.

·        It creates urgency through a deadline, threat, or demand to act immediately.

·        It asks you to change payment or bank details for a supplier.

·        It includes a link or attachment you were not expecting.

·        The display name looks familiar, but the actual email address does not match.

These warning signs all relate to the requested action, not how well the message is written. Teach employees one simple rule: when an email involves money, login credentials, or changes to payment information, slow down and verify it before doing anything.

Practical ways to protect your employees

·        Verify financial and login requests another way. If an email asks you to send money, pay a new account, or update a supplier’s banking information, call the person using a trusted number. Do not reply to the message or call a number provided in the email.

·        Update your employee security training. Stop relying on spelling and grammar as the main signs of phishing. Teach employees to examine what a message is requesting and to be especially cautious with money and login information.

·        Create a clear payment-change policy. Require employees to confirm every request to update bank or payment details by phone, even when the message appears legitimate or urgent.

·        Use phishing-resistant MFA or passkeys. Strong authentication makes it more difficult for attackers to access an account, even if an employee is tricked into sharing a password.

·        Make suspicious emails easy to report. Employees should know exactly how to report a questionable message, and they should never feel embarrassed for asking someone to review it.

·        Provide regular security reminders. Remind your team that modern phishing emails can look completely professional. A short, five-minute conversation can be more useful than a security poster that employees eventually stop noticing.

AI has made phishing emails harder to recognize, but the right security tools and employee training can help protect your business. If you need help strengthening your email security or preparing your team for modern scams, contact Twintel today.