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Pause, do not interact with the message, verify any legitimate-looking request through a known independent channel, and report it through your organization’s approved security route. Report it even if you never clicked anything. If you did click a link, open an attachment, reply, enter a password, approve a prompt, or send information, say exactly what happened so responders can assess the risk.
Spear-phishing is targeted phishing: the sender uses information about a particular person to make a message look credible. Personalization can be convincing, but it is not proof that the sender is legitimate.
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What spear-phishing means
Phishing is an attempt to trick someone into clicking a link, opening a file, revealing information, transferring money, or taking another unsafe action. Spear-phishing is phishing aimed at a specific individual or organization. The message may mention your name, role, current project, manager, supplier, meeting, office, or another detail that appears to show the sender knows you.
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A targeted message can be polished, correctly formatted, and free of obvious spelling errors. Conversely, an unusual greeting or typo is a warning sign but not conclusive proof by itself. Treat the clues together with the request and the surrounding context.
Warning signs to examine before you interact
Do not click, open, reply, download, or enter credentials while you are deciding whether a message is genuine. You can inspect the visible information without using the message’s links or contact details.
| Clue | What to examine | Why it matters |
|---|---|---|
| Sender address | Compare the complete address, including the domain after the @, with the address you normally use for that person or business. |
Attackers often imitate a legitimate business or use a look-alike spelling. A display name can be copied even when the underlying address is different. |
| Personalization and context | Ask whether the message’s knowledge of you actually explains the request. Check whether the timing, project, payment, document, or account action is expected. | Personal information can be used to make a fraudulent request persuasive. Familiar details do not establish legitimacy. |
| Greeting and signature | Look for a generic greeting, an unusual sign-off, or a signature that does not match the sender’s normal style and contact information. | Generic or inconsistent identity details can indicate impersonation, especially when combined with an unusual request. |
| Hyperlink destination | Without opening the link, use your mail application’s safe preview or hover behavior if your organization permits it. Compare the destination with the visible text and the expected service domain. | A spoofed hyperlink can display one destination while leading somewhere else. A mismatch deserves verification through an independent route. |
| Attachment or download | Consider whether you were expecting the file, whether the sender normally sends that file type, and whether the message tells you to download and open something urgently. | Unexpected attachments and download requests can deliver malware or lead to a credential-stealing page. |
| Formatting and language | Notice spelling, grammar, branding, layout, or formatting that differs from normal correspondence. | Errors can expose a fraudulent message, but a well-written email can still be malicious. Use this clue as part of a broader assessment, not as a pass/fail test. |
Inspect the sender without replying
Read the complete sender address rather than relying on the name shown in your inbox. An address that differs by a few characters, uses an unexpected top-level domain, or comes from a free-mail account when the sender normally uses a business domain warrants caution. Do not send a test reply to ask whether the message is real; a compromised account or an attacker can answer.
Check a link without following it
The text on a button or hyperlink is not the destination. If your mail client shows a destination preview, compare it with the service you expected to use. Be cautious with shortened links, misspelled domains, long addresses designed to hide the actual domain, or a login page reached from an unexpected message. Do not paste a suspicious address into a browser “just to see what happens.”
Evaluate the request, not just the writing
A message can use correct names and familiar project language while asking for a new bank account, password, multifactor approval, payroll change, confidential file, gift-card purchase, or urgent payment. If the request is unusual, verify it using contact information you already trust: a known telephone number, an existing chat thread, a bookmarked internal portal, or a separate conversation with the supposed requester. Do not use a phone number, reply address, QR code, or link supplied by the suspicious email for that verification.
The safe reporting sequence
The exact button, mailbox, ticket queue, or hotline differs by employer. Use the channel documented in your organization’s security or incident-response policy. If you do not know it, ask through a trusted internal route such as your security team, security operations center, help desk, or incident-response contact—not through the suspicious message.
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- Pause and stop the interaction. Leave the message unopened if possible. Do not click a link, open an unexpected attachment, reply, enter credentials, approve a multifactor prompt, download a file, or provide information while you assess it.
- Verify only through an independent channel when verification is necessary. Use a known contact method and ask whether the person or organization intended to send the message and make the request. A genuine colleague may have had an account compromised, so confirmation should not rely solely on the same mailbox.
- Submit the message through the approved organizational reporting mechanism. Follow your employer’s documented process for reporting suspicious email. CISA’s guidance is direct: “Report the email to the appropriate security teams.” The purpose is to give responders a signal they can investigate, not to require you to prove that the message is malicious.
- Do not forward the suspicious email to coworkers. Forwarding can expose another person to the malicious link or attachment and can alter the evidence responders need. Use the designated reporting feature or contact instead. Follow local policy for preserving or submitting the original message.
- State whether you interacted with it. Tell responders whether you only viewed the message, clicked a link, opened or downloaded an attachment, replied, entered a password, approved a prompt, or sent information. Include approximate times and the device or account involved if your policy asks for them. Do not minimize an action because nothing obvious happened afterward.
- Follow the security team’s instructions. Keep the original message and related evidence unless responders tell you to delete or alter it. Do not attempt your own cleanup, contact the alleged sender through the suspicious message, or distribute screenshots or attachments outside the approved process.
If you clicked, opened, replied, or entered information
Report the event promptly even if the page closed, the attachment appeared blank, the password was rejected, or you believe the action was harmless. Security responders need the complete sequence to judge whether an account, device, or organizational data may be affected.
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Clicked a link
Stop using the link and report the message and the click. Describe what appeared, whether a login page loaded, whether you entered anything, and whether the browser displayed a warning. Do not revisit the page to collect more details.
Opened or downloaded an attachment
Report the file name, where it came from, and what happened when it opened, if those details are available without further interaction. Do not reopen it, forward it for inspection, or try to “test” it on another device. Let the organization’s responders provide containment instructions.
Entered a password or approved a prompt
Say so explicitly and identify the account involved. Do not assume that changing a password or dismissing a prompt by yourself completes the response; follow the organization’s incident instructions so responders can determine which sessions, authentication factors, or systems require attention.
Replied or sent information
Report what you sent, to whom it appeared to go, and when. Preserve the conversation as directed. Do not continue the exchange or try to retract the message unless the security team instructs you to do so.
What to do when you cannot find the reporting channel
Organizations use different names and workflows. Some provide a built-in “report phishing” control in the mail application; others use a security mailbox, ticketing system, help desk, or security operations contact. The correct route is the one in your employer’s current policy.
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- Check your security-awareness material, employee handbook, intranet, or incident-response page from a trusted bookmark or manually entered address.
- Ask your manager or help desk through a known channel for the approved security contact. Do not ask by replying to the suspicious email.
- If you work with a managed service or contractor, use the escalation route specified in your contract or internal policy rather than guessing at an address.
- If a reporting button is unavailable, record the message details without interacting with its content and contact the designated security team by the alternative method in policy.
Do not invent a mailbox, hotline, severity label, response deadline, or attachment-handling rule. Those details belong to the organization that will investigate the incident.
Internal reporting and external reporting are different
This procedure is about notifying your organization. Internal responders can examine whether other people received the message, identify related indicators, protect accounts and systems, and coordinate the organization’s response.
External reporting is a separate decision. The appropriate authority depends on the country, industry, type of incident, and applicable rules. U.S. interagency guidance lists routes involving the FBI and CISA and also identifies separate routes for Australia, Canada, and New Zealand. Those examples are not a universal contact list and do not determine your organization’s legal duties.
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Why reporting matters even when nobody clicked
A suspicious message is useful defensive information before it causes harm. Responders can compare it with reports from other employees, determine whether the campaign is isolated or widespread, and identify technical indicators that can be added to protective controls. CISA’s red-team assessment also documents how spear-phishing can provide initial access to organizational workstations, which is why an apparently ordinary email deserves a formal signal.
Reporting also gives the organization a chance to warn other recipients through its approved process. A message that looks harmless to one person may target a different role, account, or supplier relationship more effectively.
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Common mistakes that make an incident worse
Forwarding it “as a warning”
Well-intentioned forwarding spreads the dangerous content and can create additional victims. Report through the security route instead; responders can issue a controlled warning if one is needed.
Using the message to verify itself
Replying, calling the number in the signature, scanning a QR code, or opening a supplied website gives the sender another opportunity to manipulate you. Use a contact method you already know.
Deleting the email immediately
Deletion can remove information responders need. Preserve it according to local policy and wait for instructions. If your organization’s reporting tool removes the message automatically, follow that tool’s normal workflow.
Assuming professional writing means safe
Targeted attackers can copy a company’s tone, branding, signatures, and current business context. Grammar is one clue, not an authentication method.
Reporting only after a loss
Do not wait for an unauthorized charge, account alert, or visible malware. Early reporting helps responders investigate while messages, logs, and related activity are still available.
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Security teams need an accurate account, not a perfect one. Promptly describing a click or disclosure lets them choose the right containment steps; concealing it delays that decision.
A practical decision checklist
Use this short sequence whenever a message feels targeted, unexpected, or inconsistent with normal work:
- Stop: Have I avoided the link, attachment, reply, credential entry, and approval prompt?
- Inspect: Do the sender address, greeting, signature, link destination, attachment, formatting, and request fit the real context?
- Verify: Can I confirm the request through a known independent channel?
- Report: Have I used the organization’s approved security route, even if I took no action?
- Disclose: Did I accurately state every interaction and information disclosure?
- Preserve: Am I following responder instructions instead of deleting, forwarding, or investigating the message myself?
How organizations can reduce repeat incidents
Employees need a reporting process that is easy to find and safe to use. CISA recommends educating staff to recognize suspicious communications and establishing a reporting policy. In practice, an organization should publish its approved channel, explain what information to include, define who handles reports, and keep the process current when mail systems or contacts change.
Training should use realistic examples that include personalized messages, not only obvious mass spam. It should reinforce that reporting is valuable even when the employee did nothing wrong and that a suspected interaction should be disclosed immediately. Leaders and technical teams should avoid creating a culture in which people fear punishment for reporting a mistake; that fear can delay the information responders need.
Organizations should also tell employees how to preserve an original message, where to obtain help when the normal reporting control is unavailable, and when legal or privacy teams become involved. Those instructions must come from the organization’s own incident-response policy rather than from a generic checklist.
What a useful report contains
The reporting mechanism may collect technical details automatically. If it asks for a description, keep it factual and concise:
- When you received the message and the account or mailbox that received it.
- The displayed sender and complete address, if visible without unsafe interaction.
- The subject and the request the message made.
- Whether it included a link, attachment, download, login request, payment request, or multifactor prompt.
- Whether you clicked, opened, replied, entered credentials, approved anything, or sent data.
- Any independent verification you performed and what it established.
Do not embellish the report with guesses about who sent it or how widespread it is. The security team can correlate your report with other evidence.
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