Spotting Spam Emails: Protect Your Business from Phishing & Scams

Willow Graphix & Co.
Nov 21, 2025
2 min read

person touching green check mark indicating the his email are okay and not spam

If you’re like most business owners, your inbox is busy. Between client emails, newsletters, and updates, it’s easy for spam and phishing emails to slip through. While some spam is just annoying, others can pose real risks to your business.

Interestingly, many scams actually mimic marketing techniques. They use urgency, eye-catching visuals, and persuasive language to get you to act. Recognizing these tactics not only helps you avoid scams but also reminds you that marketing works best when it builds trust rather than tricks people.

What Is Spam and Why You Should Care

Spam emails are unsolicited messages that often arrive in bulk. Most are harmless, but some try to trick you into sharing sensitive information, like passwords, banking info, or client data. Falling for a phishing scam can cost your business time, money, and trust.

With the holidays coming, spam tends to increase even more, so expect more fake shipping notifications, holiday offers, and "urgent" messages that can catch you off guard.

How to Spot Spam Emails

Here are some quick ways to tell if an email isn’t safe:

Check the sender: Look carefully at the email address. Scammers often use addresses that look real but have small differences. For example, you might get an email from @amaz0n.com instead of @amazon.com, or something like business-support@gmail.biz pretending to be business@gmail.com.

Watch for urgent language: Emails that say "Your account will be suspended!" or "Act now!" are often trying to scare you.

Generic greetings: Emails that start with "Dear Customer" instead of your name might be mass-sent spam.

Unexpected attachments or links: Don’t open attachments or click links unless you’re sure they’re safe and from someone you trust.

Too-good-to-be-true offers: Messages promising prizes, refunds, or free services are usually scams.

How to Keep Your Inbox Safe

Take a second look before you click: Hover your mouse over links to see where they actually lead before you open them. If something feels off, it’s better not to click at all.

Use strong, unique passwords: A longer password with 15 or more characters that combines words, numbers, and symbols makes a big difference. Never reuse the same password across accounts.

Enable two-factor authentication: Adds an extra layer of protection by requiring a verification code when you log in.

Keep software updated: Regular updates close security gaps that scammers might exploit.

Train your team: Make sure everyone who uses your email accounts knows the red flags and what to do if they spot something suspicious.

Watch for phishing scams in DMs: These can come from fake accounts claiming to be clients or partners. Verify before clicking.

Take Control of Your Email

Your inbox is an important part of your business. Staying alert and knowing what to look for keeps your communications safe and your business running smoothly. Think of it as part of keeping your brand consistent and professional, online and in email.