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Do not use grammar as your main test. Generative AI can produce phishing messages with clean spelling, convincing tone and familiar branding. Instead, judge the sender, the real destination of every link, what the message asks you to do, its timing and whether you can verify it through a channel you already trust.
When a message fails those checks, do not click, reply, open an attachment or use its unsubscribe link. Report it through your mail service, escalate work or school accounts to IT, and use the appropriate consumer-reporting route. If you already disclosed a password or payment detail, treat that as an incident and act immediately.
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Why polished writing is no longer proof of legitimacy
Spelling and grammar can still provide context, but they are weak evidence. CISA notes that poor grammar and misspellings were once common warning signs; in the era of artificial intelligence, some phishing emails now have perfect grammar and spelling. The guidance therefore says to look for other signs instead: CISA’s phishing guidance (the linked page is an archive mirror).
There is also no dependable reader-facing test that can prove a particular email was written by AI. Human criminals, templates and AI tools can all produce similar prose, and a genuine organization may use automated writing. The useful question is not “Was AI used?” but “Is this request expected, independently verifiable and safe to fulfill?” Not every AI-generated email is phishing, and not every phishing email is AI-generated.
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Email remains a major attack path. The Federal Trade Commission said in an April 2025 alert that its data showed email was the top method scammers used to contact people in 2024. That figure describes scam contact overall, not the proportion written by AI. Treat an unexpected message as untrusted until its details and request make sense.
A 60-second check before you interact
Use this sequence while the message is still unopened or in a separate preview. The goal is to collect signals without giving the sender information or running code.
| Check | What to inspect | Why it matters |
|---|---|---|
| Sender identity | Display name, complete address and domain after the @ symbol | A familiar name or logo can be copied; a look-alike domain or unrelated mailbox may expose impersonation. |
| Destination | Where each link actually leads, not the text shown in the message | Attackers can label a link as a trusted service while sending you to a credential-stealing site. |
| Request | Passwords, multifactor codes, payment data, gift cards, wire transfers, file downloads or secrecy | High-impact requests are risky when they arrive unexpectedly or bypass normal procedures. |
| Timing and pressure | Urgency, threats, deadlines, unusual confidentiality or claims that normal approval is unavailable | Pressure is intended to stop you from checking with the real person or organization. |
| Attachments | Unexpected invoices, documents, archives, password-protected files or macros | An attachment can exploit a device or lead you to a fake sign-in page. |
| Conversation fit | Whether you were expecting the contact, transaction, shipment or account notice | A plausible story is still suspicious when it does not match your recent activity. |
One warning sign is not a verdict by itself. A real supplier can use a new address, and a criminal can copy a legitimate domain’s visual style. Several independent inconsistencies, especially around a request for money or credentials, justify stopping and verifying.
Inspect the sender without trusting the display name
Expand the sender details in your mail app and read the complete address. Compare the domain character by character with the organization’s known domain. Look for added words, substituted characters, extra hyphens, unusual country-code endings, or a free-mail address where a corporate account would normally be used. A display name such as “Payroll” or “Support” is only a label; it does not authenticate the mailbox.
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Read the reply-to address as well if your client shows it. A message can appear to come from one address while replies are routed somewhere else. Do not reply merely to ask whether it is real: that confirms your address is active and may send your question to the attacker.
Authentication indicators in a mail client can help administrators, but a pass result is not a guarantee that the request is safe. Compromised legitimate accounts can send malicious mail, and attackers can authenticate a domain they control. Treat technical indicators as one input alongside the request, timing and independent confirmation.
Reveal the real link destination safely
Do not click a suspicious link to test it. On a computer, hover without selecting it; on a phone, press and hold only if your app displays the destination without opening it. Read the complete host name, not just the first words or a familiar brand in the path. A trusted name appearing after another domain, in a subdomain, or as a long string of random characters does not make that site official.
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If the message might be genuine, close it and independently type the organization’s known web address, use a bookmark you created earlier, or open its official app. Sign in only there and check for the same notification. For a person you know, start a new conversation or call a number from your contacts or a statement you already possess. Never use a phone number, callback link or support address supplied by the suspicious email.
Evaluate the request and the surrounding context
Unexpected credentials or security codes
Legitimate services should not need you to disclose a password or a one-time multifactor code by email. Messages that ask you to “confirm” a password, read back a code, or approve a sign-in you did not initiate are high risk. Open the service through a known route and review its security page instead.
Money, invoices and gift cards
Verify payment changes, wire instructions, gift-card purchases and urgent invoices using an established process. Call a known number or obtain confirmation in a separate conversation. A request to keep the transaction secret, skip a second approver or act before a deadline is a reason to stop, not a reason to hurry.
Unexpected account, delivery or legal warnings
Threats that an account will close, a parcel will be returned, or a legal action will begin are common pressure tactics. Check the account or order by entering the known site yourself. Do not provide identity documents or card details through a link in the warning.
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Attachments and shared files
Do not open an unexpected document, archive, spreadsheet or “secure” file. Password protection does not make an attachment safe; the password may be included to bypass scanning. Ask the supposed sender through a separate channel whether they sent it and what it should contain. Your organization may have a quarantine or reporting button—use that instead of downloading the file.
Use a safe verification routine
- Pause. Do not answer the deadline in the message. Leave the email open only in a preview or move it to a place where you can report it without opening links.
- Record the claim. Note who the sender says they are, what action is requested and which account, order or payment is mentioned. Do not copy sensitive information into a reply.
- Check independently. Navigate to the known official website or app, or start a separate conversation with the person or organization. Use a saved contact, a number on a statement, or an internal directory—not details from the email.
- Confirm the exact action. Ask whether the sender initiated this message, the destination account is correct, and the requested deadline and procedure are normal. For financial changes, follow your organization’s dual-approval or call-back policy.
- Report before deleting. Use the provider’s phishing control so relevant headers and classification data are retained. If the message is work-related, notify the security or IT team according to workplace policy.
- Remove it safely. After reporting, delete or quarantine the message as your provider instructs. Do not forward it to colleagues as a warning unless your security team requests the original message or provides a safe reporting address.
How to report a suspicious email
Outlook and Outlook.com
In Outlook, select the suspicious message and choose Report > Report phishing. Microsoft says this reports the message and can remove it from your inbox. Menu names can vary between desktop, web and mobile versions; use the current reporting control rather than simply forwarding the email. Microsoft’s general instructions are in Protect yourself from phishing.
Microsoft Teams
For a suspicious Teams message, open More options or More actions on the message and report it as a security risk. Exact labels depend on the Teams interface and organization policy. Include enough context for your administrator to locate the conversation, but do not continue chatting with the sender.
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Other clients that report to Microsoft
Microsoft asks users of other email clients to send the original message as an attachment to [email protected], rather than forwarding its contents. Attaching the original preserves headers that can help analysis. Follow your employer’s security policy first if it specifies a different address or portal.
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Gmail
Use Gmail’s built-in phishing-report workflow from the message’s menu. Google’s current steps are documented in Avoid & report phishing emails. Reporting through Gmail helps its filters learn from the message; it does not replace notifying your employer, bank or a government agency when those parties are affected.
Work or school accounts
Report the email with the provider control and send a separate notification to your IT or security team. Managed accounts may require additional actions such as revoking sessions, checking mailbox rules, preserving evidence or warning other users. Do not investigate by opening attachments or visiting links on a work device.
US consumer reporting
For a consumer phishing attempt in the United States, the FTC advises forwarding the email to [email protected] and reporting the incident at ReportFraud.ftc.gov. These routes complement provider and workplace reporting. The FTC’s consumer guidance is available at Protect yourself from phishing scams and How To Recognize and Avoid Phishing Scams. Use your country’s equivalent consumer-protection or cybercrime service when you are outside the United States.
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Separate an accidental click from an actual disclosure. A click can expose you to malware or a tracking page, while entering credentials or payment data gives the attacker information they can immediately use. In every case, write down what happened, when it happened and which device and account were involved.
You clicked but entered nothing
- Close the tab or document without downloading anything else.
- Do not approve unexpected sign-in prompts or enter a code.
- Run your organization’s approved security scan and install pending operating-system and browser updates.
- Report the message and tell IT if the device or account is managed.
You entered a password or multifactor information
- Change the exposed password immediately from the service’s known website or app.
- Change every other account that reused that password; use unique passwords going forward.
- Review active sessions, recovery addresses, forwarding rules and recent sign-ins, and sign out sessions you do not recognize.
- Turn on multifactor authentication. If an attacker may control your email, secure the email account first because it can reset other accounts.
- Tell workplace or school IT if the account is managed, even if you changed the password.
You shared card, bank or payment information
Call the bank, card issuer or payment service using the number on the card or a statement—not a number in the email. Explain exactly what was disclosed, ask about blocking or replacing the account, and monitor transactions. If you sent a wire, gift-card code or other irreversible payment, report it immediately and retain receipts and message headers.
You opened an attachment on a work device
Disconnect the device from networks only if your organization’s incident procedure tells you to do so, then contact IT through its known channel. Do not delete evidence, run random cleanup tools or continue working as normal before the security team advises you. Early reporting can allow administrators to search for the same message and protect other accounts.
Common mistakes that make phishing worse
- Using polish as a pass: fluent text can be generated or copied, so writing quality cannot authenticate a sender.
- Clicking to investigate: a preview, redirect or login page can be the attack itself.
- Calling the number in the email: the person answering may be part of the scam.
- Replying “Is this real?”: you confirm a reachable address and may reveal information.
- Relying on a logo or signature: images, disclaimers and executive names are easy to copy.
- Forwarding a live phish to coworkers: recipients may click before reading your warning; use the reporting control or security team instead.
- Deleting without reporting: the provider and your organization lose a signal that could protect others.
A practical decision rule
If an email asks you to sign in, pay, disclose a secret, open an unexpected file or act urgently, stop and verify it outside the message. If you cannot independently confirm the request, report it as phishing. Reporting while you are uncertain is safer than interacting while you are curious; the provider or security team can make the deeper determination.
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