How to Report a Phishing Email and Spot Scam Mistakes

Phishing emails are one of the most common cyber threats facing businesses today. If you don’t know how to report a phishing email, you could expose your company to data breaches, financial loss, or reputational damage. In this blog, we’ll walk you through how to spot phishing attempts, what to do if you’ve responded to one, and how to report scam emails properly. You’ll also learn how to protect your passwords, identify suspicious email addresses, and stay ahead of scammers using NCSC guidance.

How to report a phishing email the right way

Knowing how to report a phishing email is more than just hitting the delete button. Reporting helps stop scammers and protects others from falling victim. It also gives your IT team or provider the chance to block future threats and secure your systems.

When you receive a suspicious message, don’t click on any links or download attachments. Instead, report it to your IT department or email provider. If you’re in the UK, you can forward phishing emails to the National Cyber Security Centre (NCSC) at report@phishing.gov.uk. This helps authorities track and shut down scam operations.

If you’ve already clicked or responded, act quickly. Change your passwords, alert your IT provider, and monitor your accounts for unusual activity. The faster you respond, the less damage a scammer can do.

Key steps to take after receiving a phishing email

If you’ve received a phishing email, here’s what to do next. These steps can help you limit the damage and prevent future attacks.

Step 1: Don’t interact with the email

Avoid clicking on links, downloading files, or replying to the sender. Even opening the email can sometimes trigger tracking tools.

Step 2: Report the phishing attempt

Use your email platform’s “Report phishing” option or forward the message to your IT team. You can also report it to the NCSC.

Step 3: Delete the email

Once reported, delete the email from your inbox and trash folder. This reduces the risk of accidentally opening it later.

Step 4: Scan your device

Run a full antivirus scan to check for malware. Some phishing emails contain hidden software that installs when opened.

Step 5: Change your passwords

If you clicked on a link or entered personal information, update your passwords immediately. Use strong, unique passwords for each account.

Step 6: Notify your team

Let colleagues know about the phishing attempt. This helps others stay alert and avoid falling for similar scams.

Step 7: Review your security settings

Check your email filters, firewalls, and antivirus tools. Make sure they’re up to date and configured correctly.

Top reasons to report phishing emails

Reporting phishing emails helps protect your business and others. Here’s why it matters:

• Stops scammers from targeting more people
• Helps authorities track and shut down scam operations
• Alerts your IT team to potential threats
• Improves email filters and detection tools
• Prevents future data breaches and financial loss
• Builds a culture of security awareness

What to do if you responded to a scam email

If you’ve responded to a scam email, don’t panic—but act fast. The sooner you take action, the better your chances of limiting the damage.

First, disconnect from the internet if you think malware was installed. Then, run a full antivirus scan. Change any passwords you may have shared and notify your IT provider immediately. They can help secure your systems and monitor for further threats.

It’s also important to report the scam to the NCSC and your email provider. This helps stop the scammer from targeting others and gives your team a chance to block similar attacks.

How to recognise the signs of phishing emails

Spotting phishing emails quickly can save your business from serious harm. Here are some common signs to watch for:

Sign 1: Urgent or threatening language

Phishing emails often create panic to get you to act quickly. Phrases like “Your account will be closed” or “Immediate action required” are red flags.

Sign 2: Unfamiliar sender or email address

Check the sender’s email address carefully. Scammers often use addresses that look similar to real ones but have slight differences.

Sign 3: Suspicious links or attachments

Hover over links to see where they lead. If the address looks odd or doesn’t match the sender, don’t click.

Sign 4: Requests for personal information

Legitimate companies won’t ask for passwords, bank details, or other sensitive data via email.

Sign 5: Poor spelling and grammar

Many phishing emails contain spelling mistakes or awkward phrasing. This can be a sign the message isn’t genuine.

Sign 6: Unexpected messages

If you receive an email about an order you didn’t place or a service you don’t use, it could be a scam.

Sign 7: Offers that seem too good to be true

Emails promising large sums of money, prizes, or job offers out of the blue are often scams.

Best practices for reporting scam emails

To make your reports more effective, follow these best practices:

• Include the full email header when forwarding
• Don’t alter the subject line or content
• Use official reporting channels like the NCSC
• Report text messages and adverts that seem suspicious
• Keep a record of reported emails for future reference

Common challenges when dealing with phishing emails

Even with the right tools, phishing emails can still slip through. Here are some common challenges:

• Phishing emails that look legitimate and bypass filters
• Employees accidentally clicking on a link
• Delays in reporting due to uncertainty
• Lack of training on how to identify scam emails
• Difficulty tracing the original sender
• Overreliance on spam filters alone

Staying alert and educating your team can help reduce these risks.

How Sonar IT can help with reporting a phishing email

Are you a business with 15–40 endpoints looking for help with phishing threats? If you’re growing and need reliable protection, we can help you build a stronger defence against scam emails and suspicious messages.

At Sonar IT, we help businesses detect, report, and respond to phishing emails quickly and effectively. Our team provides tailored support, training, and tools to make sure your staff know what to do when they receive a suspicious email. Contact us today to secure your systems and make yourself a harder target.

Frequently asked questions

What should I do if I clicked on a link in a phishing email?

If you clicked on a link in a phishing email, disconnect from the internet and run a full antivirus scan. This helps detect any malware that may have been installed.

Next, change your passwords and alert your IT team. Scammers often use fake websites to steal personal information, so act quickly to protect your data.

How can I tell if an email is a scam email or legitimate?

Look for signs like poor grammar, unfamiliar email addresses, and urgent language. Scam emails often try to create panic or curiosity to get you to act.

If you’re unsure, don’t respond. Instead, report phishing attempts to your IT team or the NCSC. They can help verify if the email is real or fake.

I responded to a scam email—what now?

If you responded to a scam email, change any passwords you shared and notify your IT provider immediately. They can help secure your accounts and systems.

Also, report the scam to the NCSC. This helps stop the scammer from targeting others and gives you a record of the incident.

Why is it important to report scam emails?

Reporting scam emails helps protect your business and others. It allows authorities to track scammers and prevent further attacks.

It also helps improve spam filters and detection tools. The more reports received, the better systems can block future phishing attempts.

What are the signs of a suspicious email I should look out for?

Suspicious emails often include requests for personal information, strange links, or messages from unknown senders. Always double-check the sender’s address.

If something feels off, don’t click on anything. Report suspicious messages to your IT team or the NCSC for review.

Can phishing emails come through text messages or adverts?

Yes, phishing attempts can also arrive via text messages or online adverts. These often contain links to fake websites designed to steal your information.

Always be cautious when clicking on links from unknown sources. If in doubt, report the message and avoid interacting with it.