Phishing is a type of cyberattack in which criminals impersonate trusted people, businesses or organisations to steal sensitive information, gain access to accounts or trick victims into transferring money. These attacks commonly arrive through emails, text messages, phone calls and fraudulent websites.

For businesses, a successful phishing attack can expose customer information, compromise employee accounts, disrupt operations and lead to financial losses. Understanding how phishing works and recognising suspicious messages are essential steps towards stronger cybersecurity.

This guide explains the different types of phishing, common phishing email examples, warning signs to look for and practical steps businesses can take to prevent attacks.

What Is Phishing?

Phishing is a social engineering attack that manipulates people into taking actions that benefit cybercriminals. Rather than relying only on technical vulnerabilities, attackers exploit trust, urgency, curiosity or fear to persuade someone to reveal information, open a malicious attachment or visit a fraudulent website.

For example, an employee might receive an email that appears to come from Microsoft 365, asking them to verify their account because their password is about to expire. The link leads to a fake sign-in page designed to capture their login details.

Once criminals obtain those credentials, they may attempt to access business email accounts, company files, financial systems or other connected services.

Phishing attacks do not always contain obvious spelling mistakes or suspicious formatting. Some messages closely imitate legitimate business communications, making them difficult to identify without careful checks and appropriate security controls.

Why Is Phishing a Serious Risk for Businesses?

Phishing can affect businesses of every size, from small companies with a handful of employees to large organisations managing complex IT environments.

A single compromised account may provide attackers with access to confidential conversations, customer records, internal documents or financial processes. If the account has extensive permissions, the potential impact can be much greater.

Common consequences of phishing attacks include:

• Financial fraud: Employees may be tricked into sending money to fraudulent accounts or changing supplier payment details.
• Account compromise: Stolen usernames, passwords or authentication codes can allow criminals to access business systems.
• Data exposure: Customer details, employee records, commercial information and confidential documents may be accessed or stolen.
• Malware infections: Malicious attachments or downloads can introduce harmful software onto company devices.
• Business disruption: Recovering compromised accounts, investigating incidents and restoring affected systems can consume significant time and resources.
• Reputational damage: Customers and business partners may lose confidence if their information is exposed or company accounts are used to send fraudulent messages.

The impact depends on the attack, the information exposed and the security measures already in place. This is why businesses need a layered approach that combines employee awareness, technical protection and a clear incident response process.

What Are the Different Types of Phishing Attacks?

Phishing takes several forms. Some attacks target large numbers of people with generic messages, while others are carefully tailored to a specific employee, business or senior decision-maker.

1. Email Phishing

Email phishing is one of the most familiar forms of phishing. Criminals send messages that appear to come from trusted organisations, colleagues, service providers or financial institutions.

These emails may ask recipients to reset a password, review an invoice, confirm account information or download an attachment.

The objective is to persuade the recipient to click a malicious link, disclose sensitive information or perform an action that compromises the business.

2. Spear Phishing

Spear phishing targets a specific person or organisation. Attackers may use information from company websites, social media profiles or previous communications to make their messages appear more credible.

For example, a finance employee could receive a message mentioning a real project, a known supplier or an upcoming payment. The personalised details can make the request seem legitimate.

Because spear phishing is tailored to its target, employees should verify unusual requests even when the message includes accurate names, job titles or business information.

3. Whaling

Whaling is a form of targeted phishing aimed at senior executives and other high-value individuals, such as directors, finance leaders or company owners.

An attacker might impersonate a director and request an urgent payment, sensitive business documents or access to confidential information.

Businesses can reduce this risk by requiring independent verification for financial transactions, sensitive data requests and unusual instructions from senior staff.

4. Business Email Compromise

Business email compromise, or BEC, involves criminals using or impersonating business email accounts to deceive employees, suppliers or customers.

For example, a criminal might impersonate a supplier and request that future invoice payments be sent to a different bank account. In another scenario, an attacker who has compromised a genuine employee account may use it to send convincing fraudulent instructions.

Not every BEC attack begins with phishing, but stolen credentials and targeted phishing messages are common ways attackers gain access or establish trust.

5. Smishing

Smishing is phishing conducted through SMS or text messaging apps.

A message may claim that a parcel cannot be delivered, a business account requires verification or an unpaid charge must be settled immediately.

Recipients are directed to a fraudulent website or encouraged to disclose personal information. Employees should verify these messages through the organisation’s official website or a trusted contact method rather than following unexpected links.

6. Vishing

Vishing, or voice phishing, uses phone calls or voice messages to manipulate victims.

A caller may pretend to be from a bank, an IT support team, a software provider or a senior manager. They may ask for login credentials, authentication codes, remote access or an urgent payment.

Employees should never treat a caller’s claimed identity as sufficient proof. Unexpected requests involving sensitive access or financial transactions should be independently verified.

7. QR Code Phishing

QR code phishing uses malicious QR codes to direct people to fraudulent websites. These codes may appear in emails, printed documents, invoices or messages claiming that an account needs attention.

Because the destination is not always visible before scanning, users may not recognise a suspicious link immediately.

Employees should avoid scanning unexpected QR codes that request sign-in details or payments and should verify the destination before entering information.

Phishing Email Examples: How to Recognise Suspicious Messages

Reviewing phishing email examples can help employees understand how these attacks work in real business situations. The following are illustrative examples, not actual messages from specific companies.

Example 1: Fake Microsoft 365 Account Alert

Subject: Immediate Action Required: Your Business Account

Message:

“Your business email account requires verification. Access may be restricted today unless you confirm your login details using the link below.”

Warning signs:

• The message creates pressure to act quickly.
• The link may lead to a fraudulent sign-in page.
• The sender’s email address or linked domain may not match the legitimate service.
• The message requests credentials through an unexpected link.

What to do: Open Microsoft 365 using your normal bookmark or a verified website address. Check the account directly instead of following the email link.

Example 2: Supplier Bank Details Changed

Subject: Updated Bank Details for Outstanding Invoice

Message:

“Please use our updated bank account details for all future payments. The attached document contains the new information. Please confirm once the transfer has been completed.”

Warning signs:

• The request changes established payment instructions.
• The message may create urgency or discourage further checks.
• The sender’s account may have been spoofed or compromised.
• The attachment may contain misleading information or malicious content.

What to do: Verify the change using a previously known telephone number or trusted contact method. Never rely solely on the contact details supplied in the message requesting the change.

Example 3: Fake Delivery or Invoice Notification

Subject: Outstanding Delivery Charge

Message:

“Your delivery is on hold due to an unpaid charge. Complete payment through the link below to release your parcel.”

Warning signs:

• The message may not identify a genuine order.
• The link may lead to a website designed to collect payment details.
• The sender may use an unfamiliar domain or misleading branding.
• The message pressures the recipient to pay immediately.

What to do: Check the order or delivery directly through the official website of the relevant provider.

Example 4: Fake Password Reset Request

Subject: Password Expiration Notice

Message:

“Your company password will expire shortly. Sign in now to prevent interruption to your email access.”

Warning signs:

• The email uses an urgent deadline.
• The sign-in page may imitate the company’s normal login screen.
• The sender may not match the organisation’s legitimate domain.
• The message requests authentication details through an unexpected route.

What to do: Access the account through the usual sign-in page or contact your IT support team to verify whether the notification is genuine.

Important: A professional appearance, familiar branding or correct employee names do not prove that a message is legitimate. Some genuine organisations send account notifications, so assess the request and verify it independently rather than relying on one warning sign alone.

How to Spot a Phishing Email

Recognising suspicious messages is an important part of business email security. Although no single warning sign proves that an email is fraudulent, several indicators should prompt further checks.

Check the Sender’s Email Address

Look beyond the display name and inspect the full sender address. Criminals may use domains that resemble legitimate company names, introduce subtle spelling changes or impersonate trusted contacts.

If an email appears to come from a colleague or supplier but the request is unusual, confirm it through a separate communication channel.

Be Cautious About Urgent Requests

Phishing messages often create pressure by claiming that an account will be suspended, a payment will fail or an important opportunity will disappear.

Urgency is not proof of fraud, but it should never override established verification procedures.

Inspect Links Before Opening Them

If a message contains an unexpected link, do not open it simply because the text looks familiar. Check the destination carefully and use the organisation’s official website where possible.

Avoid entering passwords, payment details or authentication codes on a website reached through a suspicious message.

Treat Unexpected Attachments Carefully

Unexpected invoices, delivery notices, shared documents and compressed files can be used to deliver malware or direct recipients to fraudulent websites.

Confirm the sender and purpose before opening an attachment. If the message is suspicious, report it through your company’s approved process.

Look for Unusual Requests

Requests to share confidential information, approve an unfamiliar payment, bypass normal procedures or disclose authentication codes deserve additional scrutiny.

Even if the message appears to come from a senior colleague, verify the request independently.

Remember That AI Can Make Phishing More Convincing

Criminals can use AI tools to generate fluent messages, personalise communications and imitate familiar writing styles. As a result, poor grammar and spelling are no longer reliable indicators on their own.

Employees should focus on the request, sender identity, destination website and whether the action follows normal business procedures.

How to Prevent Phishing Attacks in Your Business

Preventing phishing requires more than telling employees to be careful. Businesses should combine secure technology, consistent procedures, employee training and incident response planning.

1. Provide Regular Employee Security Training

Train employees to recognise suspicious messages, verify unusual requests and report potential phishing attempts.

Training should cover email links, attachments, payment changes, password requests, QR codes and impersonation through phone calls or messaging apps.

Use realistic examples relevant to each team’s responsibilities. Finance teams, administrators, senior managers and employees who handle customer information may face different risks.

Reinforce the training regularly and make it easy for employees to ask questions without fear of blame when they report a suspected mistake.

2. Enable Multi-Factor Authentication

Multi-factor authentication (MFA) requires users to verify their identity using more than one authentication factor.

If a criminal steals a password, MFA can provide an additional barrier to account access. However, some phishing techniques can also target authentication codes or manipulate users into approving fraudulent sign-in requests.

Businesses should enable MFA across email, cloud applications, remote access and administrator accounts. Where supported, use phishing-resistant methods such as passkeys or security keys.

3. Strengthen Email Security

Email security controls can help identify or block malicious messages before they reach employees.

Depending on the email platform and business requirements, useful measures include:

• Spam and phishing filtering.
• Detection of malicious links and attachments.
• Impersonation and suspicious sender protection.
• Email authentication controls such as SPF, DKIM and DMARC.
• Monitoring and investigation of suspicious email activity.

SPF, DKIM and DMARC help organisations authenticate email and reduce certain types of sender spoofing. They should be configured correctly and monitored as part of a wider email security strategy.

These controls are not a complete solution on their own. Businesses should combine them with account protection, user awareness and clear reporting procedures.

4. Use Strong, Unique Passwords

Employees should avoid reusing passwords across business applications and personal accounts. A compromised password reused elsewhere can increase the potential impact of a phishing incident.

A reputable password manager can help staff generate and store unique credentials. Businesses should also establish secure account recovery procedures and promptly remove access when employees leave.

5. Keep Software and Devices Updated

Operating system, browser and application updates can address known security weaknesses. Businesses should maintain a consistent patching process for company devices and software.

Endpoint protection can also help detect suspicious activity and malware. However, it should be treated as one layer of defence rather than a guarantee against phishing attacks.

6. Verify Financial and Sensitive Requests

Create a formal process for confirming changes to supplier bank details, urgent transfers, payroll instructions and requests for confidential information.

For example, require employees to contact a known supplier representative using an established telephone number before changing payment details. For higher-risk transactions, use a second authorised approver.

The process should apply regardless of who appears to have sent the request.

7. Restrict Access to Business Information

Employees should have access only to the systems and information necessary for their roles. This principle, known as least privilege, can limit the potential impact of a compromised account.

Review administrator permissions, remove unused accounts and regularly check access to sensitive files and applications.

If you are unsure on how to do that or need help with that, do not hesitate to count on the SaaS and cybersecurity experts of BrainTrips who have secured renowned businesses around the globe from such vulnerabilities. 

8. Protect Business Data with Reliable Backups

If phishing leads to account compromise, malicious activity or data loss, reliable backups can support recovery. Businesses should identify which data and applications are critical and understand how their recovery processes work.

Cloud platforms may provide retention, recovery and version history features, but these capabilities are not necessarily equivalent to an independent backup strategy.

Test backups regularly and ensure that backup access is protected separately. For organisations using Microsoft 365, Google Workspace or other SaaS applications, review whether the existing arrangements meet the business’s recovery requirements.

9. Establish a Clear Reporting Process

Employees should know exactly how to report suspicious messages and who to contact if they click a link or disclose information.

A straightforward reporting process helps IT teams investigate potential incidents earlier. Businesses should encourage prompt reporting, even when an employee is unsure whether a message is malicious.

The aim is to identify and contain incidents quickly, not to discourage employees from speaking up.

What Should You Do If You Click a Phishing Link?

If you click a suspicious link, remain calm and act promptly. The appropriate response depends on whether you simply opened the page, entered information, downloaded a file or approved an authentication request.

Follow these steps:

1. Stop interacting with the message or website. Do not enter further information, download files or approve unexpected sign-in requests.
2. Report the incident. If you used a work device or business account, contact your IT or security team immediately and follow the organisation’s incident response process.
3. Change exposed passwords. If you entered your password on a suspicious website, change it using the genuine service. Change reused passwords on other accounts as well.
4. Secure affected accounts. Follow your IT team’s instructions to revoke suspicious sessions, review sign-in activity and reset authentication methods where necessary.
5. Check the device. If you downloaded a file or suspect malware, follow your security team’s instructions for isolating and scanning the device.
6. Contact your bank if financial details were exposed. Use the bank’s official contact details and report any unauthorised transactions immediately.
7. Preserve relevant evidence. Keep the suspicious email and details of what happened so your security team can investigate.

In the UK, suspicious emails can be forwarded to report@phishing.gov.uk. Suspicious text messages can be forwarded to 7726. If you believe you have lost money or been the victim of fraud, report it through the appropriate official reporting channel for your part of the UK.

Reporting to the relevant authorities does not replace notifying your internal IT team, bank or other affected organisations.

How BRAINTRIPS Helps Businesses Strengthen Cybersecurity

Phishing prevention works best when people, processes and technology support one another. Employee awareness is important, but businesses also need appropriate technical controls, secure account configurations and a clear plan for responding to suspicious activity.

BRAINTRIPS helps businesses strengthen their IT and cybersecurity environment through solutions aligned with their operational needs. Its services can support organisations looking to improve security practices, protect business data and manage risks across their digital systems.

Depending on your requirements, this can include:

• Business IT and cybersecurity support: Review security needs and identify practical improvements to business systems and working practices.
• SaaS security and data protection: Through its Spin.AI partnership, BRAINTRIPS helps businesses address SaaS data protection and security needs across supported cloud applications.
• Microsoft 365 and cloud security considerations: Improve awareness of account protection, access controls, data recovery requirements and the security responsibilities associated with cloud services.
• Security planning and ongoing improvement: Develop a more structured approach to reducing risk, supporting employees and improving operational resilience.

The right approach depends on your existing systems, business size, regulatory obligations and risk profile. No single product or security measure can eliminate phishing, so protection should be reviewed as part of a broader cybersecurity strategy.

Final Thoughts

Phishing remains a significant cybersecurity concern because it targets both technology and human behaviour. A convincing message can encourage an employee to reveal credentials, approve a fraudulent request or expose confidential business information.

Businesses can reduce their exposure by combining employee training, email security, multi-factor authentication, access controls, reliable recovery arrangements and a clear incident reporting process.

The key is to build security into everyday operations rather than relying on employees to identify every suspicious message independently. With the right controls and support, organisations can improve their resilience and respond more effectively when phishing attempts occur.

For businesses looking to strengthen their wider IT security and SaaS data protection, BRAINTRIPS can help identify practical next steps aligned with their technology environment and operational needs.

Frequently Asked Questions About Phishing

What is phishing in simple terms?

Phishing is a scam in which criminals impersonate a trusted person or organisation to trick someone into revealing sensitive information, opening a malicious file or transferring money. It commonly occurs through emails, text messages, phone calls and fake websites.

What are the most common types of phishing?

Common types include email phishing, spear phishing, whaling, business email compromise, smishing, vishing and QR code phishing. Each uses a different communication method or targeting approach to deceive victims.

What are some common phishing email examples?

Common examples include fake password reset requests, fraudulent Microsoft 365 alerts, delivery notifications, invoice scams and emails requesting changes to supplier bank details. Unexpected links, unusual requests and pressure to act quickly should prompt verification.

How can businesses prevent phishing attacks?

Businesses can reduce phishing risk through employee training, email filtering, multi-factor authentication, strong passwords, secure access controls, software updates and verification procedures for sensitive requests. A clear reporting process and incident response plan are also important.

Can phishing happen without an email?

Yes. Phishing can occur through SMS, phone calls, messaging apps, QR codes and fraudulent websites. Businesses should train employees to verify unexpected requests across all communication channels, not just email.

What should I do if I give my password to a phishing website?

Change the compromised password immediately through the legitimate service, change any reused passwords and notify your IT or security team if it is a business account. Review account activity and revoke suspicious sessions where appropriate. If financial information was exposed, contact your bank.

Does multi-factor authentication stop phishing?

Multi-factor authentication can reduce the risk of account compromise if a password is stolen, but it does not stop every phishing technique. Phishing-resistant authentication methods, combined with secure account configuration and employee awareness, provide stronger protection.