The email says your invoice payment failed. It looks almost right. It’s 4:55 on a Friday.

You’re busy, and the message sounds urgent. Before you click, take a breath. A suspicious email can be unsettling, but you have a few simple steps to check it safely. And if you already clicked, you still have options.

How can you spot a suspicious email?

Scam emails are designed to look familiar. They may copy a vendor’s logo, use a colleague’s name, or mention a real project. Instead of judging by appearance alone, check a few details:

  • Look at the full sender address. The display name can say “Your Bank” while the actual email address comes from an unrelated or slightly misspelled domain.
  • Notice the pressure. “Pay now,” “your account will close,” or “respond in 10 minutes” are reasons to pause, not rush.
  • Be careful with unexpected attachments. An invoice, shared document, or delivery notice you weren’t expecting could contain a harmful file.
  • Double-check payment changes. If a supplier suddenly asks you to use new banking details, verify the change using a phone number you already trust.
  • Watch for unusual requests. A request for your password, payment card details, or sensitive business information deserves extra scrutiny.

The FTC’s small-business phishing guidance covers common warning signs and practical ways to respond.

Man pausing before clicking, inspecting a suspicious message header with a magnifying-glass overlay

If you haven’t clicked, keep it simple

You don’t need to investigate the email by opening its links. In fact, it’s safer not to.

  1. Don’t click links or open attachments. Avoid replying, too. If you’re unsure, don’t use an “unsubscribe” link in a suspicious message.
  2. Verify through a separate route. Visit the company’s website by typing its address yourself, or call a number you already have on file. Don’t use contact details in the email.
  3. Report the message. Use your email provider’s “Report phishing” or “Report spam” option. At work, follow your usual process for telling the person who handles IT.
  4. Delete it after reporting. That helps keep it from sitting in your inbox as a tempting reminder to click later.

If the email claims a payment failed, check your account by going to the vendor’s website or app directly. If a colleague appears to be asking for a file or a payment, contact them using a separate, familiar channel.

No need to feel embarrassed for checking. A quick pause is a sensible business habit.

Clicked on a suspicious link? Here’s what to do now

First, work out what happened. Did the link open a page, ask for your password, or start a download? Did you enter information, approve a sign-in request, or see a file begin installing?

Simply viewing an email usually isn’t the same as entering your details or installing a file. What matters now is taking the next safe step.

  • If a page opened, don’t enter anything. Close it. Don’t download a “security fix,” call a number on the page, or grant anyone remote access.
  • If you entered a password, use a different, trusted device to change it. Start with the affected account, especially if it’s your email. Use a new, unique password, turn on multifactor authentication if available, and sign out other active sessions.
  • If you entered payment information, contact your bank or card provider. Use the number on your card or the provider’s official website. Explain what happened and ask what they recommend.
  • If a file started installing or the computer is behaving unusually, disconnect that device from the internet. Turn off Wi-Fi or unplug its network cable, then contact your IT support person. Don’t continue using it for banking or sensitive work until you get advice.
  • If you see getting unwanted pop-ups, don’t follow their instructions. Close the tab or browser if you can. A pop-up claiming your computer is infected and telling you to call a number may be a tech support scam, not a message from your computer’s maker.

The FTC warns that tech support scammers may use alarming pop-ups to persuade people to call, pay, or allow remote access. Don’t use the phone number shown in a pop-up. See the FTC’s guidance on scams targeting small businesses.

Woman reporting a phishing email with a green shield confirm beside her laptop

When should you stop troubleshooting and ask for help?

Ask for help if you downloaded or opened an unexpected file, entered a password or payment details, can’t access an account, see ongoing pop-ups, or notice unfamiliar sign-ins or messages sent from your account.

If you use a work device, tell whoever handles IT as soon as you can. Share the email, what you clicked, what information you entered, and roughly when it happened. Don’t forward the message to coworkers unless your company’s process asks you to; use the approved reporting method instead.

If you’re a solopreneur without in-house IT, you can still ask for support. A technician can help you check the device, secure your account, and decide what to do next. That’s often easier than trying random fixes while you’re worried about making things worse.

Man on a video call with an IT support agent who helps him handle the suspicious email

A few calm next steps for your business

After the immediate issue is handled, take a little time to reduce the chance of the same problem catching you off guard:

  • Use a different password for each important account, especially email and banking.
  • Turn on multifactor authentication where it’s available.
  • Keep your computer, browser, and other software updated.
  • Confirm payment or bank-detail changes through a known contact method.
  • Make sure you know who to call when a device or account behaves strangely.

The FTC also offers plain-language phishing advice, including how to report suspicious messages.

You don’t have to become a cybersecurity expert to make a good decision. Pause, verify through a separate route, and get help when the next step isn’t clear.

Want someone to call when something feels off?

My SMB IT helps solopreneurs and small businesses with suspicious emails, everyday computer problems, and malware concerns. Plans start at $9.99 per device per month, with no contract and the flexibility to cancel anytime.

Essentials and Pro include unlimited remote Help Desk support. Pro also includes managed backup and business-class antivirus and malware protection. You can compare plans or see the support services to find what fits.

Computer problems? Now you have someone to call. A real person answers.