This is a nearly flawless scam email. It uses PayPal’s logo at the top of the message, it is styled professionally and the request is believable.
But as much as it attempts to replicate a genuine email from PayPal, there’s one huge red flag: the sender’s address is ‘email@example.com’.
A genuine email from PayPal would have the organisation’s name in the domain name, indicating that it had come from someone at (@) PayPal. That PayPal isn’t in the domain name is proof that this is a scam.
Alas, simply including PayPal anywhere in the message is often enough to trick people.
They might glance at the word PayPal in the email address and be satisfied, or simply not understand the difference between the domain name and the local part of an email address.
2. The domain name is misspelled
There’s another clue hidden in domain names that provide a strong indication of phishing scams – and it unfortunately complicates our previous clue.
The problem is that anyone can buy a domain name from a registrar. And although every domain name must be unique, there are plenty of ways to create addresses that are indistinguishable from the one that’s being spoofed.
The Gimlet Media podcast ‘Reply All’ demonstrated how difficult it can be to spot a spoofed domain in the episode What Kind Of Idiot Gets Phished?. Phia Bennin, the show’s producer, hired an ethical hacker to phish various employees.
The hacker bought the domain ‘gimletrnedia.com’ (that’s r-n-e-d-i-a, rather than m-e-d-i-a) and impersonated Bennin.
His scam was so successful that he tricked the show’s hosts, Gimlet Media’s CEO – who had previously claimed that “only bumbling Mr Magoos” would fall victim – and its president.
You don’t need to fall victim to help criminal hackers
As Bennin went on to explain, you don’t even need to fall victim for a criminal hacker to gain vital information.
In this scam, the ethical hacker, Daniel Boteanu, could see when the link was clicked, and in one example that it had been opened multiple times on different devices.
He reasoned that the target’s curiosity kept bringing him back to the link but that he was suspicious enough not to follow its instructions.
I’m guessing [the target] saw that something was going on and he started digging a bit deeper and […] trying to find out what happened […]
And I’m suspecting that after, [the target] maybe sent an email internally saying, “Hey guys! This is what I got. Just be careful. Don’t click on this […] email.
Boteanu’s theory is exactly what had happened. But why does that help the hacker? Bennin elaborates:
The reason Daniel had thought [the target] had done that is because he had sent the same email to a bunch of members of the team, and after [the target] looked at it for the fourth time, nobody else clicked on it.
And that’s okay for Daniel because he can try, like, all different methods of phishing the team, and he can try it a bunch of different times. [And] since [the target is] sounding alarm bells, he probably won’t include [him] in the next phishing attempt.
Therefore, in many ways, criminal hackers often still win even when you’ve thwarted their initial attempt.
That means it’s often not enough to just about stop a phishing scheme; to keep you and your organisation safe, you should be able to confidently spot a scam upon first seeing it.
3. The email is poorly written
You can often tell if an email is a scam if it contains unusual phrases and grammatical errors.
Many people will tell you that such errors are part of a ‘filtering system’ in which cyber criminals target only the most gullible people.
The theory is that, if someone ignores clues about the way the message is written, they’re less likely to pick up clues during the scammer’s endgame.
However, this really only applies to outlandish schemes like the oft-mocked Nigerian prince scam, which you really do have to be incredibly naive to fall victim to.
That, and scams like it, are manually operated: once someone takes to the bait, the scammer has to reply. As such, it benefits the crooks to make sure the pool of respondents contains only those who might believe the rest of the con.
But this doesn’t apply to phishing.
With phishing, scammers don’t need to monitor inboxes and send tailored responses. They simply dump thousands of crafted messages on unsuspecting people.
As such, there’s no need to filter out potential respondents. Doing so would not only reduce the likelihood that an attack would be successful but also help those who didn’t fall victim to alert others to the scam, like we saw in the earlier example with Gimlet Media.
So why are so many phishing emails poorly written? The most obvious answer is that the scammers aren’t very good at writing.
Remember, many of them are from non-English-speaking countries and from backgrounds where they will have limited access or opportunity to learn the language.
With this in mind, it becomes a lot easier to spot the difference between a typo made by a legitimate sender and a scam.
Top tip: Look for grammatical mistakes, not spelling mistakes
When crafting phishing messages, scammers will often use a spellchecker or translation machine, which will give them all the right words but not necessarily in the right context.
No individual word is spelled incorrectly, but the message is full of grammatical errors that a native speaker wouldn’t make, like “We detected something unusual to use an application”, and a string of missed words, such as in “a malicious user might trying to access” and “Please contact Security Communication Center“.
These are consistent with the kinds of mistakes people make when learning English. Any supposedly official message that’s written this way is almost certainly a scam.
That’s not to say any email with a mistake in it is a scam, though. Everyone makes typos from time to time, especially when they’re in a hurry.
It’s therefore the recipient’s responsibility to look at the context of the error and determine whether it’s a clue to something more sinister. You can do this by asking:
Is it a common sign of a typo (like hitting an adjacent key)?
Is it a mistake a native speaker shouldn’t make (grammatical incoherence, words used in the wrong context)?
Is this email a template, which should have been crafted and copy-edited?
Is it consistent with previous messages I’ve received from this person?
If you’re in any doubt, you should look for examples of the other clues we list here or try to contact the sender using an alternative method (in person, by phone, via their website, an alternative email address or through an instant message client).
4. It includes suspicious attachments or links
Phishing emails come in many forms, but the one thing they all have in common is that they contain a payload. This will either be an infected attachment that you’re asked to download or a link to a bogus website that requests login and other sensitive information.
What is an infected attachment?
An infected attachment is a seemingly benign document that contains malware. In a typical example, like the one below, the phisher claims to be sending an invoice:
It doesn’t matter whether the recipient expects to receive an invoice from this person or not, because in most cases they won’t be sure what the message pertains to until they open the attachment.
When they open the attachment, they’ll see that the invoice isn’t intended for them, but it will be too late. The document unleashes malware on the victim’s computer, which could perform any number of nefarious activities.
We advise that you never open an attachment unless you are fully confident that the message is from a legitimate party. Even then, you should look out for anything suspicious in the attachment.
For example, if you receive a pop-up warning about the file’s legitimacy or the application asks you to adjust your settings, then don’t proceed.
Contact the sender through an alternative means of communication and ask them to verify that it’s legitimate.
You can spot a suspicious link if the destination address doesn’t match the context of the rest of the email.
For example, if you receive an email from Netflix, you would expect the link to direct you towards an address that begins ‘netflix.com’.
Unfortunately, many legitimate and scam emails hide the destination address in a button, so it’s not immediately obvious where the link goes to.