Phishing emails remain one of the most common cyber threats facing Australian businesses. They often look legitimate—an invoice, a delivery notification, a supplier update—but a single click can interrupt operations or expose sensitive information.

These scams succeed because they’re designed to blend into busy inboxes and create a sense of urgency. When your team is juggling day-to-day tasks, it’s easy to miss the subtle clues that something isn’t genuine.

Understanding the warning signs of phishing emails helps you recognise red flags early and take the right steps to protect your business. This guide outlines the most common signs to watch for and how to respond with confidence.

Key Takeaways

• Phishing emails are designed to look familiar, blend into everyday inbox traffic and create a sense of urgency.
• Small details matter. Unusual sender addresses, lookalike domains and unexpected requests are early signs that something is not genuine.
• Many phishing attempts rely on urgency, pressure or authority to encourage quick action without proper checks.
• Suspicious links, unexpected attachments and sudden payment updates are common tactics used to steal information or redirect funds.
• Good habits across your team can significantly reduce your risk. A quick pause, a second look and a simple verification step make a real difference.
• Technical measures like multi-factor authentication, email filtering and regular updates help block many threats before they reach the inbox.
• Ongoing awareness is essential. Talking about phishing and sharing examples helps staff stay alert.

What is phishing?

Phishing is a type of scam where someone sends an email that looks genuine but isn’t. The goal is to trick you into clicking a link, opening an attachment, or sharing information you normally wouldn’t, like passwords, payment details, or access to business systems.

These emails often imitate well-known brands, suppliers, or even people inside your own organisation. They rely on familiarity and speed: most people scan their inbox, and attackers take advantage of that moment.

Phishing isn’t a technical problem first. It’s a people problem. The email only needs to look convincing long enough for someone to react without thinking. That’s why recognising the subtle warning signs matters so much.

The most common warning signs of phishing emails

Phishing emails can look convincing at first glance, but they tend to share the same patterns. These are the signs your team should be watching for.

The sender address doesn’t look right

Scammers often use email addresses that look close to a real one but don’t quite match. Sometimes the name looks familiar, but the actual email address is something completely different. Other times, it’s only one letter out. 

These slight changes are easy to miss when you’re scanning through a busy inbox. 

What to do: Always check the sender’s full address, not just the display name. If you weren’t expecting the email, take extra care.

Domains that are slightly misspelled or ‘lookalike’

Lookalike domains are a favourite trick. Attackers swap characters (like ‘o’ for ‘0’), add a hyphen, or use a different domain ending. At a quick glance, it looks fine.

These tricks work because most people focus on the first part of the domain and skim the rest.

What to do: Read the domain closely. When in doubt, compare it to a legitimate email from the same organisation.

The email creates urgency or pressure

Phrases like ‘your account will be closed today’ or ‘payment required immediately’ are designed to trigger panic. The goal is to make you act before you think or verify.

Attackers know urgency gets results, especially in finance, HR, or admin roles that deal with requests quickly.

What to do: Slow down. Genuine organisations rarely demand instant action through email.

Suspicious links or unexpected attachments

A link might look legitimate, but when you hover over it, the true destination is completely different. Attachments may look like invoices or statements, but contain malware once opened.

Attackers use these to steal login details or install harmful software.

What to do: Hover over links to preview them. Don’t open attachments you didn’t ask for, even if they appear to come from someone you know.

Unusual invoices or sudden payment changes

Fake invoices are targeted at small businesses because they blend into everyday admin tasks. Scammers may impersonate suppliers and provide ‘updated bank details’ or request urgent payments to new accounts.

These emails often arrive at busy times, when it’s easier to approve something quickly.

What to do: Always verify payment details directly with the supplier using contact details you already trust.

Poor grammar, odd tone, or generic greetings

Not all phishing emails have obvious mistakes, but many include unusual wording, inconsistent punctuation, or greetings like ‘Dear Customer’ instead of your name.

If it doesn’t sound like the sender, it probably isn’t.

What to do: Trust your instinct. If the tone feels off, double-check before responding.

Requests for passwords or sensitive information

Legitimate organisations won’t email you asking for login details, MFA codes, bank information, or personal data. These requests are a clear red flag.

Attackers often disguise these as ‘security checks’ to make them sound more believable.

What to do: Never share sensitive information over email. Go directly to the company’s website or call them if you’re unsure.

Emails pretending to be your boss or a supplier

Business email compromise attacks often impersonate someone your team trusts. The email may look like it came from a manager, asking for an urgent transfer or confidential update.

These scams rely on authority, speed, and the assumption that internal emails are safe.

What to do: Confirm unusual requests through another channel: phone, Teams, or in person.

Fake delivery notices or account alerts

Subject lines like ‘Your parcel is being returned’ or ‘Unusual login detected’ are designed to make you click without thinking. These scams are common because they target everyday activities.

Once clicked, the link usually leads to a fake login page or malware.

What to do: Don’t follow links in unexpected alerts. Go directly to the company’s official website or app to check your account.

Why phishing works on busy teams

Phishing succeeds because it targets people, not systems. Most scams do not rely on technical weaknesses. They rely on moments when someone is distracted, rushed, or simply trying to clear their inbox.

In many Australian businesses, staff manage multiple responsibilities at once. Emails are checked quickly between meetings, customer work and day-to-day tasks. Attackers understand this, so they design messages that look routine, familiar or urgent enough to prompt a fast reaction.

Familiar logos, believable subject lines and simple requests make phishing emails feel harmless. When workloads are high, it is easy to miss a small clue like a slightly unusual domain or a link that does not match the text.

Remote and hybrid work can add extra difficulty. When teams are spread across different locations, it is harder to confirm a request in person, which is exactly what scammers expect.

Phishing works because it blends into everyday communication. That is why clear habits and simple verification steps can make such a difference.

How to reduce your risk as a business

Reducing phishing risk does not need to be complicated. These simple steps can help your team stay alert and avoid common traps.

Create a pause-and-check habit

Encourage staff to stop for a moment before acting on any email that feels unusual. A quick look at the sender address, the tone of the message and any links can prevent a rushed mistake.

Use clear processes for payments and account changes

When your business has set procedures, it becomes much easier to spot when something does not fit. Payment changes, bank updates and sensitive requests should always be confirmed independently.

Make questions and verification normal

People often hesitate to double-check something because they don’t want to inconvenience a manager or supplier. When verification is expected and not awkward, phishing attempts lose much of their power.

Strengthen your technical protections

Tools like multi-factor authentication, email filtering and regular software updates remove many threats before they reach the inbox. They are not the whole solution, but they remove a large portion of risk.

Talk about phishing regularly

Short reminders and real examples help keep phishing front of mind. The more often your team sees how these scams work, the easier it becomes to spot them.

How BIZ LYNX Technology helps protect your business

BIZ LYNX Technology supports Australian businesses by strengthening email security, improving staff awareness and reducing everyday risks from phishing attempts. We focus on practical protections that help keep harmful emails out of your inbox and give your team the confidence to recognise when something is not quite right.

We also provide ongoing IT support that keeps your systems updated and monitored, with clear guidance whenever a suspicious email appears. Our goal is to make cybersecurity manageable for busy businesses, with reliable support you can lean on when you need it.

Stay prepared and protected with BIZ-LYNX Technology

Phishing remains one of the easiest ways for attackers to slip into a business, simply because these emails blend into everyday communication. When you know the warning signs of phishing emails, it becomes much easier to slow down, check the details and avoid a costly mistake. Good habits, supported by the right tools and clear processes, can significantly reduce your risk.

Cyber security doesn’t need to be complicated. If you want to protect your business from phishing and strengthen your overall security, BIZ-LYNX Technology can put the right measures in place and support your team with practical, ongoing guidance. Get in touch with our team today and take the next step toward a safer, more secure business.

Frequently asked questions

Q. How can I check if an email is legitimate without clicking anything?

A. You can review the sender address, hover over links to see their true destination and compare the message against previous emails from the same organisation. If anything feels out of place, verify using contact details you already trust, such as a known phone number or the company’s official website.

Q. Are phishing emails the only type of scam I should be aware of?

A. No. Scammers also use SMS, phone calls, fake websites and even QR codes to trick people into sharing information. While email is common, it is important to be mindful of unexpected messages across any communication channel.

Q. Can technology completely block phishing attacks?

A. Technology can stop many suspicious emails before they reach your inbox, but no solution is perfect. Attackers frequently change their tactics, which is why a mix of security tools, clear processes and staff awareness is the most effective approach.

Q. How often should staff receive training on phishing and other scams?

A. Short, regular reminders tend to work better than long, once-a-year sessions. Even occasional examples or quick updates can help staff stay alert to new tactics and keep good habits fresh.

Q. Why are small and medium businesses often targeted?

A. Scammers see smaller organisations as easier to breach because teams are busy, IT resources are limited and processes may be less formal. At the same time, these businesses often hold valuable data and handle regular payments, which makes them attractive targets.