The Tool Desk
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How do I know if this breach email is real?
You usually cannot confirm authenticity from the display name, logo, or apparent business context alone. Phishing messages can impersonate colleagues or familiar companies, ask for passwords or other sensitive information, and pressure recipients to act quickly. The Federal Trade Commission (FTC) describes these as warning signs, not a foolproof checklist; a careful impersonation can look plausible. See the FTC’s phishing guidance for small businesses.
- Unexpected request: The message asks you to sign in, share credentials, disclose personal or company information, or make a payment.
- Urgency or pressure: It urges immediate action, threatens a consequence, or claims a deadline is imminent.
- Unusual route: It directs you to a link, attachment, phone number, or reply address you were not expecting.
- Breach-related details: The message refers to the incident or uses information that makes the request feel relevant. That context can make a message more believable, but it is not proof of legitimacy.
Do not test the message by clicking or replying. If the request could be legitimate, verify it through a phone number or email address you already know is genuine, such as one in your company directory. Do not use the message’s links, phone numbers, or reply path. The FTC advises using contact information obtained independently when checking a suspicious request: FTC phishing guidance.
Where do I report a phishing email at work?
Use your employer’s designated report-phishing function or stated IT/security channel as soon as possible. Follow company policy for preserving or submitting the message; do not send it to coworkers. The Cybersecurity and Infrastructure Security Agency (CISA) advises reporting suspicious messages to the appropriate security team. Its Phishing General Security Postcard says, “When in doubt, report it out: If it looks suspicious, it’s best to mark it as ‘junk’ and forward to your IT staff.” Follow your organization’s reporting instructions if they differ from that general advice. See CISA’s Phishing General Security Postcard.
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- Stop interacting. Leave links, attachments, and reply controls untouched.
- Report through the approved channel. Use the company’s report-phishing button, help desk, or security contact as directed by policy.
- Do not forward it to colleagues. They do not need to inspect a potentially malicious message. Let the security team handle distribution and investigation.
- Follow the response instructions. IT/security may ask you to preserve the message, disconnect a device, or take account-protection steps. Coordinate with them rather than improvising changes that could interfere with the response.
What should I do if I clicked the link or opened a file?
Tell IT/security immediately, even if nothing obvious happened. Be specific about what you did and when: clicked a link, opened or downloaded a file, entered a password, shared information, or approved a sign-in prompt. Do not assume that closing the message or browser has resolved the risk.
Follow your organization’s incident procedure for the device and account. The FTC advises changing compromised passwords immediately and disconnecting a device infected with malware from the network. In a workplace incident, contact IT/security first and follow its directions about disconnection, password changes, scans, or preserving evidence. The FTC also advises updating security software and running a scan if a link or attachment may have downloaded harmful software. See FTC advice on recognizing and avoiding phishing scams.
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If you entered a work password, tell IT/security which account was involved; use the organization’s approved process for changing it. Do not reuse that password elsewhere. If you disclosed payment or personal information, tell your employer’s security team and follow any incident-specific guidance you receive.
Should I forward the email to my coworkers?
No. Forwarding can expose coworkers to the same malicious link or attachment, and it may complicate the organization’s investigation. Report the original message to IT/security using the approved process instead. If coworkers need a warning, the security team or management can issue one through an authorized channel.
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Can I report the email outside my company?
For a workplace message, internal escalation comes first. Do not send company email to an outside address unless your employer’s policy permits it. If policy allows external reporting, the FTC lists ReportFraud.ftc.gov and forwarding phishing emails to reportphishing@apwg.org. The FTC also recommends informing the company or person being impersonated when appropriate. See FTC phishing guidance.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How can employees reduce the risk of follow-up scams?
Treat unexpected requests for credentials, payments, or personal information with caution, particularly when they invoke a breach. Confirm requests through a known contact route and use the organization’s reporting process for anything suspicious. The FTC’s breach-response guidance notes that information about a breach can help affected people avoid phishing tied to the incident; it does not establish that every breach leads to phishing or that a particular message was caused by a breach. See FTC’s Data Breach Response Guide for Business.
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Multi-factor authentication (MFA) can help protect accounts, and CISA recommends phishing-resistant MFA. Use the method approved for your employer’s identity system. If considering a physical security key, including a FIDO2 key, check compatibility, enrollment and recovery procedures, and employer approval with IT before buying or enrolling one. FTC guidance on two-factor authentication is available at How to protect your personal information.
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