Don’t Get Fooled: Train Your Team to Spot Fake Emails and Domain Scams

Cyberthreats aren’t just for big companies anymore. Small businesses are just as vulnerable, often more so, because attackers count on small teams being unaware or unprepared.

And when it comes to cyber security for business, the most overlooked element is often the people who read your emails and click your links every day: your employees.

If your team isn’t aware of the warning signs, it becomes all too easy for them to fall victim to fake email scams or deceptive web addresses that appear legitimate but aren’t.

According to a study by CISA, 84% of employees fall for malicious emails within 10 minutes of receiving it by clicking harmful links or sharing sensitive information.

Scams That Pretend to Be You (or Someone You Trust)

Picture this: a team member receives an email appearing to come from your CEO, requesting approval for a wire transfer. The logo looks authentic, and the email address is nearly identical, but something’s slightly off, and they don’t realize it.

Or perhaps a team member lands on what seems to be your payroll system’s login page. The URL appears correct at first glance, but one letter is slightly off. They enter their password, click submit… and just like that, a cybercriminal gains access to your internal systems.

This is how modern phishing attacks work.

Scammers count on human mistakes. Training your team to spot fake emails and look-alike domains helps keep your business safe.

Understanding the Threat

Cybercriminals rely on a few clever tactics to deceive your employees. The most common include:

1. Look-Alike Domains

These URLs appear almost legitimate but are slightly altered, off by a letter or using deceptive symbols or numbers. Your team might encounter addresses like these:

• micros0ft.com instead of microsoft.com 
• secure-login-paypal.co instead of paypal.com 
• www.amаzon.com (where the “a” is a Cyrillic character, not English)

People think they are on a safe website when they click on these domains. Eventually, they might enter their passwords or click a dangerous link.

2. Fake Emails

Attackers send emails that look real, using logos, layouts, and fake domains that closely copy your brand or those of trusted partners.

Training Your Team to Spot the Difference

The good news? You don’t need a cybersecurity degree to recognize a scam. With proper awareness and the right tools, your employees can become your greatest line of defense. Here’s how you can train your team to identify domain scams and fake emails:

Step 1: Teach Them What a Look-Alike Domain Is

Start with the basics. Show examples of real and fake URLs side by side. Train them to watch for signs like these:

• One-letter changes (goggle.com vs. google.com) 
• Use of numbers instead of letters (yah00.com) 
• Extra words added (login-secure-bank.com) 
• High-level domains have a .co instead of .com

Encourage your team to always double-check links before clicking, or better yet, retype the URL themselves to be certain it’s legitimate.

Step 2: Train Them to Spot Suspicious Emails

Walk your team through real examples. Encourage them to ask these questions:

• Do I know this sender? 
• Is the domain name spelled correctly? 
• Is the request urgent or unusual? 
• Are there strange attachments or links?

If something feels off, it probably is. When in doubt, verify. Call or message the sender using known contact info, not by replying to the email.

Step 3: Show What a Secure Email Setup Looks Like

Behind the scenes, your business email should be protected by SPF, DKIM, and DMARC. These tools do the technical work of verifying your messages and keeping fake ones out.

• SPF tells email servers which systems are allowed to send mail from your domain.
• DKIM adds a digital signature to prove an email hasn’t been changed.
• DMARC chooses what to do with dangerous emails by thoroughly verifying them. 

These steps help reduce your brand’s exposure to risk and lower the chances of customers receiving spoofed emails that appear to come from your organization.

What Happens If You Don’t

Look-alike domains and phishing emails can lead to the following risks and consequences:

• Stolen employee login credentials 
• Fake payment requests that trick your team 
• Systems infected with malware 
• Harm to your brand’s reputation and customer trust 
• Your email domain getting flagged or blocked

And once trust is lost, it’s hard to win back. For small businesses, even one mistake can lead to costly downtime, lost revenue, or legal consequences.

How to Keep Your Employees and Business Safe

Here’s how to protect your team and your business:

Regular Security Trainings: Conduct short monthly trainings. Use real-life situations and maintain a friendly, supportive vibe.

 

Enable Strong Email Security Protocols: Check to make sure SPF, DKIM, and DMARC are set up correctly. Addressing the risk of phishing emails starts here.

 

Invest in Threat Detection Tools: Email scanners powered by AI can identify dangerous links, even if they originate from email addresses that look familiar.

 

Partner with a Trusted IT Team: You can partner with a cybersecurity team to manage setup, monitor for threats, and train your employees on proper procedures.

 

Create a Clear Reporting Process: Allow members to report suspicious emails without fear of blame. Fast reporting helps prevent the attack before it escalates.

Empowered Employees, Protected Business

When your team knows what to look for, your entire business becomes more secure. You’re no longer guessing who might click what. You’re building a culture of awareness and action.

This doesn’t just reduce risk but boosts confidence throughout your company and creates trust among your clients. With these precautions in effect, more companies will prefer to do business with you because it shows you take security seriously. 

Let’s Lock It Down Together

Not sure where to begin? You’re not alone, and that’s where Elliman Technologies can help. We make cybersecurity simple for businesses, handling everything from SPF, DKIM, and DMARC setup to securing your domain and inbox. Let us take care of the technical side so you can stay focused on growing your business. Schedule a free consultation today.