Best Practices for Reporting Phishing Emails in Your Organisation
- Neil Hare-Brown
- Jun 12, 2025
- 2 min read
Phishing emails are a persistent threat to every business, and no email filter is perfect.
The sooner a phishing message is spotted and reported, the faster your team can contain the risk, and prevent others from clicking.
But reporting only works when it’s simple, clear, and built into daily workflows. Here’s how to make phishing email reporting more effective in your organisation.
1. Make Reporting Easy and Accessible
If reporting is complicated or unclear, employees are far less likely to do it.
Provide a clear reporting method; ideally one click, right from their inbox
Use tools like Microsoft Report Message, Google Workspace Alert Reporting, or third-party add-ins
If inbox reporting isn’t available, set up a dedicated email (e.g. phishing@yourcompany.com)
Remind staff not to forward suspicious emails, as this can spread risk
Quick, frictionless reporting makes it part of the routine, not a burden.
2. Reinforce the Importance of Reporting
Even if someone clicks on a phishing email, reporting it quickly gives your team the chance to:
Contain the threat across the wider organisation
Investigate whether credentials were entered or malware deployed
Remove similar emails from other inboxes
Prevent future incidents
Make sure staff know that reporting is never about blame - it’s about protection.
3. Train Staff to Spot Suspicious Emails
Phishing is increasingly convincing. Help your team recognise signs such as:
Unexpected or urgent requests
Emails asking for payment or credentials
Odd language or tone from known contacts
Domain names that look almost correct
Attachments or links from unknown senders
Short, regular awareness training and phishing simulations go a long way.
4. Monitor and Act on Reports Quickly
It’s not enough for staff to report emails. Your response must be swift.
Acknowledge receipt and thank the reporter
Isolate the email and analyse any payloads or links
Search your environment for similar messages
Remove matching emails from inboxes where possible
Track trends in phishing attempts to inform security measures
5. Share Outcomes (When Appropriate)
After a phishing campaign or near-miss, it’s helpful to share outcomes - carefully.
“Thanks to X reporting this, we were able to block the message before it spread.”
“This attack used a very realistic invoice from a known supplier. We’re reviewing our controls.”
This reinforces the value of vigilance without spreading fear.
6. Review Your Reporting Metrics
Track and improve over time by monitoring:
Number of reports submitted monthly
Time to response/removal
Departments most targeted or most active in reporting
Recurrence of similar phishing tactics
Use this insight to improve both user training and technical defences.
How STORM Guidance Can Help
✔ Email phishing response and investigation support
✔ Security awareness training and simulation campaigns
✔ Policy and workflow review for internal reporting
✔ Phishing playbooks tailored to your business
✔ Ongoing cyber risk advisory and resilience strategy
Phishing Emails Can’t Be Stopped - But They Can Be Reported Quickly
An effective reporting process is your best defence between detection and damage.
Make it easy, reinforce its value, and respond quickly, and your organisation will be better prepared to catch threats before they escalate.
STORM Guidance is here to help you build a phishing defence that’s part of your everyday operations, not just a reaction when something goes wrong.
