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Staying Safe Online

Spam & Scam Email
What it looks like, and what to do

Every mailbox gets junk. Most of it is only annoying — but some of it is written to take your password, your money, or both. This guide shows you the ones actually landing in South African inboxes, pictured, so you can recognise them at a glance.

An 8 minute read
Anyone can follow this
Any device

🛑 If you remember nothing else, remember these three

A real company never needs you to hurry.

Every scam in this guide works the same way: it invents a deadline so you act before you think. Take the pressure away and almost all of them fall apart.

Spam, scam, phishing — the difference
📬
Annoying

Spam

Bulk advertising you never asked for. Newsletters, "special offers", conferences, SEO services, printer toner. It clutters your inbox but it isn't trying to rob you.

Delete it or mark it as junk. Don't stress.
🎣
Dangerous

Phishing

An email pretending to be someone you trust — your email provider, your bank, a courier — to get you onto a fake login page and steal what you type.

Never click. Go to the site yourself instead.
💰
Expensive

Scam & fraud

Emails aimed straight at your money: fake invoices, changed banking details, prizes, "investments", blackmail, or a phone number that connects you to a fake helpdesk.

Verify by phone before any money moves.
Getting spam is not a sign that anything has been hacked Email addresses leak constantly — from websites you signed up to, from company lists that were breached, and simply from being printed on your own website where anyone can copy it. A rise in junk usually means your address appeared on a new mailing list, nothing more.
What they actually look like
1
The most common one

"Your mailbox is full" / "Your password expires today"

This is the one we see most often, because it targets the thing every business has: an email account. It arrives looking like a system message from your own mail server and it wants one thing — for you to type your email password into a page that isn't ours.

Example of a fake email Not real — this is what a scam looks like
⚠️
Mail Administrator 1
webmaster@mail-quota-service.net 2
ACTION REQUIRED: Your mailbox storage is 98% full
Dear User, 3

Your mailbox has exceeded its storage limit. Incoming messages will be rejected within 24 hours unless you verify your account and upgrade your quota. 4

Click below to keep your account active.
Verify My Account Now
© Mail Server Support Team. This is an automated message, do not reply.
  • 1A vague, official-sounding name. "Mail Administrator", "IT Helpdesk", "Webmail Support". If we email you about your mailbox, it comes from a person here, from our own domain.
  • 2The address doesn't belong to us. Anything other than a real experience-it.co.za address (or your own domain) is not your mail provider.
  • 3"Dear User". We know your name. Your mail server knows your name. A stranger doesn't.
  • 4A countdown. Storage warnings are not emergencies, and nothing about your mailbox is ever deleted in 24 hours.

Where the button goes is the whole point. It opens a login page built to look like webmail — and the moment you type your password, the criminal has your email account. From there they read your invoices, watch how you write, and start sending convincing requests for payment to your own customers.

🔒 https://webmail-verify.secure-login-portal.info/quota/upgrade
Your session has expired. Please confirm your details.
you@yourdomain.co.za
Password
Sign in
The padlock does not mean the site is safe 🔒 only means the connection is encrypted — and criminals get that for free, in minutes. It has never meant "this is the real company". Read the address, not the padlock.
How to check your real mailbox size Don't use a link. Log in to your webmail the way you always do, or phone us on 078 247 2221 and we'll check it for you in about a minute.
2
Small amount, big catch

The parcel that needs a R45 delivery fee

A parcel is supposedly stuck, and a tiny customs or redelivery fee will release it. The amount is deliberately small so it feels safer than checking — but the page that takes the R45 is really there to capture your card number. The real charge appears weeks later, and it is not R45.

Example of a fake email Not real
📦
Parcel Delivery Notice
no-reply@sa-parcel-tracking24.com
Your package #ZA4471902 is on hold
We attempted delivery but could not complete it due to an unpaid customs fee of R45.00. Your parcel will be returned to sender in 48 hours.
Pay R45.00 & Reschedule
  • 1You aren't expecting a parcel — or you are, which is exactly why these are sent in their thousands around Black Friday and December.
  • 2No courier collects money by email link. Track the parcel on the courier's own website or app, using the reference from the person who actually sent it.
  • 3A trivial amount plus a deadline. The fee is bait for your card details, not the goal.
3
The call-back trap

An invoice for something you never bought

You're told your antivirus, cloud storage or "premium support plan" has auto-renewed for a few thousand rand. There's no link to click — just a phone number to cancel. That number is the scam. It puts you on the phone with a friendly "support agent" who asks to connect to your PC to process the refund, and once they're in, they take over your online banking.

Example of a fake email Not real
🧾
Billing Department
invoice.dept8841@outlook.com
Renewal confirmation — R7 899.00 debited
Thank you. Your Total Protection Plan has been automatically renewed for 12 months. The amount of R7 899.00 will reflect on your account within 24 hours.

Did not authorise this? Call our cancellations desk on 087 550 0000 within 24 hours to process a full refund.
Invoice #TPP-88412 · Auto-renewal reference 4471-B
Never let anyone you phoned from an email connect to your computer Remote-support tools are perfectly normal — we use them ourselves, and you'll have downloaded ours from our own website. But a stranger reached through a number in an unexpected email is not support. If someone talks you through installing something while they stay on the line, hang up and phone us.
  • 1You don't have that product. Check your own bank statement rather than reacting to the email — no debit, no problem.
  • 2A free mailbox as the sender. Real billing departments send from the company's own domain, not Gmail or Outlook.com.
  • 3Refunds don't need remote access, and they never involve you logging into your bank while someone watches.
4
Fear, then a link

"Suspicious transaction — click to reverse"

An alert claims money is leaving your account, and offers a button to stop it. Panic is the product. The link leads to a copy of your bank's login page, and some of these pages ask for your OTP in real time so the criminal can use it while you're still typing.

Example of a fake email Not real
🏦
Fraud Alert
secure@banking-alerts-za.co
Payment of R12 480.00 to a new beneficiary
A payment of R12 480.00 to beneficiary M. NDLOVU is being processed from your account ending 4417.

If you did not authorise this transaction, cancel it immediately — after 30 minutes it cannot be reversed.
Cancel This Payment
Nobody legitimate ever asks for your OTP Not your bank, not the police, not us. An OTP is the last thing standing between a criminal and your account — that is precisely why they ask. Read what the SMS actually says before you type the number anywhere: it usually describes the payment they are trying to make.

What to do instead: close the email, open your banking app, and look at your own transaction list. If something really is wrong you'll see it there — and the number to phone is on the back of your card.

5
Too good to be true

Prizes, inheritances and "guaranteed" investments

The oldest scam in email, still sent because it still works. You've won a competition you never entered, a stranger wants to share a fortune, or a trading platform is showing 40% a month. They all end the same way: a small "release fee", "tax" or "minimum deposit" that grows every time you pay it.

Lucky Draw Department
CONGRATULATIONS!!! You have been selected for R850,000.00
Delete
Barrister A. Whitfield
Urgent & confidential — unclaimed estate of a late client
Delete
Crypto Wealth ZA
R500 becomes R18,000 — Elon-backed AI trading, 12 spots left
Delete
Experience IT
Your hosting renewal — invoice attached
Real
  • 1You cannot win a competition you never entered. There is no exception to this.
  • 2Nobody pays a fee to receive money. Real winnings and real inheritances are never released by you paying first.
  • 3Guaranteed returns don't exist. A celebrity name attached to an investment is an advertising trick, and usually a stolen photograph.
These have got much better written The old giveaway was terrible spelling. That's gone — scam emails are now written by the same tools that write everything else, in perfect English, and often in Afrikaans too. Judge the request, not the grammar.
6
Frightening, but empty

"I have your password and a video of you"

A blackmail email claims to have hacked your webcam, and demands payment in Bitcoin within 48 hours. It sometimes quotes a real password of yours, which is what makes it land — and that password came from a website breach years ago, not from your computer. There is no video. There is no access.

Example of a fake email Not real
👤
(no name)
rk8842nmz@mail-relay-x.top
I know that your password is: •••••••••
I placed malware on a website you visited and have recorded you through your camera. Send $1,200 in Bitcoin to the wallet below within 48 hours or I send the video to your entire contact list.

Do not reply to this email. Do not tell anyone.
  1. Do not pay, and do not reply. Replying only proves the address is live and worth targeting again.
  2. If the password is one you still use anywhere, change it now — and change it everywhere else you reused it. That is the only real risk in this email.
  3. Turn on two-factor authentication where you can, especially on email and banking.
  4. Delete it. Then, if it's nagging at you, phone us and we'll check the account properly so you can stop wondering.
Check where your address has leaked haveibeenpwned.com is a free, well-known service that tells you which company breaches your email address has appeared in. It's a useful list of exactly which passwords to go and change.
Related guide

Fake invoices and changed banking details

The costliest scam of all is a supplier's invoice with a new account number on it. That one has its own guide — how to check who really sent it, and how to avoid paying a criminal.

Read: Is this email real? →
How to spot one in twenty seconds
7
Before you click

Check where the link really goes

The words in a link are just words — a button that says "Visit our website" can point anywhere at all. The real destination is always visible before you commit, on every device.

On a computer: rest your mouse pointer on the link without clicking. The true address appears at the bottom of the window, or in a small bubble beside the pointer.

To confirm your account, please click here to sign in securely🖱️
https://verify-account.zx-mailsecure.ru/login?id=8841

On a phone: press and hold your finger on the link for a second or two. A panel slides up showing the full address — read it, then tap Cancel or press outside the panel to dismiss it without opening anything.

09:41▮▮▮ ᯤ 🔋
Your account needs verification
Please tap here to confirm your details within 24 hours or access will be suspended.
https://verify-account.zx-mailsecure.ru/login?id=8841
Open
Copy
Cancel

Read the address from right to left. The part that matters is the last name before the first single slash — here that's zx-mailsecure.ru. Everything to the left of it is decoration the criminal chose, including any real company name they've put there to reassure you.

If the destination isn't a domain you recognise, don't open it. And even if it looks right, it costs you nothing to go to the site yourself instead.

Attachments follow the same rule Don't open an attachment you weren't expecting — especially a .zip, .exe, .iso or a Word document that asks you to "Enable Content" or "Enable Editing" to see it. That prompt is how malicious documents get permission to run. A genuine invoice PDF simply opens and shows you the invoice.
8
The quick checklist

Eight questions that catch nearly everything

  • 1Was I expecting this? Unexpected plus urgent is the whole recipe.
  • 2Does the address after the @ belong to the company? Not the display name — the address. Tap or hover on the sender to see it.
  • 3Am I being rushed? "Within 24 hours", "final notice", "account will be suspended". Deadlines exist to stop you checking.
  • 4Does it greet me by name? "Dear Customer" from a company that has always used your name is a bad sign.
  • 5Is it asking for a password, a card number, an OTP or remote access? No legitimate email ever needs any of those.
  • 6Where does the link actually go? Hover or long-press, and read the domain right to left.
  • 7Is money or banking details involved? Then it gets a phone call, on a number you already had, every time.
  • 8Does it want secrecy? "Don't tell anyone", "deal only by email". Nothing honest needs that.
One "no" is enough You don't need to prove an email is fake. If any answer above bothers you, stop and verify by phone. A wasted minute costs nothing; the other outcome can cost a great deal.
What to do about it
9
Handling the junk

Mark it as junk — don't argue with it

Do
  • Mark it as junk or spam so your mail program learns from it.
  • Block the sender if the same address keeps coming back.
  • Delete it and get on with your day.
  • Forward anything worrying to us at support@experience-it.co.za for a free second opinion.
  • Tell your staff what arrived — the same email usually goes to everyone in the company.
Don't
  • Don't reply — not even "remove me". It confirms a live human reads this mailbox.
  • Don't click unsubscribe on a scam. On a real newsletter it works; on a criminal's email it's just another tracking link.
  • Don't open the attachment "just to see what it is".
  • Don't forward it to colleagues as a warning with the links intact — describe it, or send it to us.
  • Don't pay anything to make a threat go away.

📱 iPhone & iPad

Swipe left on the message → MoreMove to Junk. Or open it, tap the flag icon, then Move to Junk.

🤖 Android (Gmail)

Press and hold the message to select it, tap the menu, then Report spam or Block sender.

🖥️ Outlook on Windows

Right-click the message → JunkBlock Sender. The message moves to the Junk Email folder.

🌐 Webmail in a browser

Select the message and use the Spam or Junk button in the toolbar. Ask us if you can't find it.

Unsubscribe is safe on real marketing, and only on real marketing A newsletter from a company you actually dealt with — a shop, a supplier, a conference — will honour the unsubscribe link. It's the quickest way to reduce genuine clutter. But if the email is a scam or from a sender you've never heard of, that link tells them the address is worth selling on. When in doubt, mark as junk instead.
10
If you already clicked

Act quickly — and don't be embarrassed

Clicking a link on its own is rarely a disaster. What matters is whether you typed something into the page that opened, or ran something it offered you.

If you entered your email password:

  1. Change that password immediately — and change it anywhere else you used the same one. Attackers try a stolen password everywhere.
  2. Phone us on 078 247 2221. We check whether anything was sent from your mailbox, and whether a forwarding rule was quietly added — that's a favourite trick, because it keeps copying your mail to the criminal long after you've changed the password.
  3. Warn your customers and suppliers if anything went out in your name.

If you entered card or banking details:

  1. Phone your bank now and have the card stopped. Use the number on the back of the card, not one from the email.
  2. Ask them to attempt a recall if a payment has already gone out. The first hours matter most.
  3. Report it to the SAPS and get a case number — your bank and insurer will ask for it.

If you installed something or let someone connect:

  1. Disconnect from the internet — unplug the network cable or switch off Wi-Fi.
  2. Don't log into banking on that computer until it has been checked.
  3. Phone us. We'd far rather look at a machine that turns out to be fine.
It is not a stupid mistake These emails are well written, well timed, and designed by people who do this full time. Careful, experienced people are caught every week. What matters now is speed, not blame — tell someone straight away.
11
Fewer of them tomorrow

Cutting down what arrives in the first place

  • 1Keep a second address for sign-ups. Competitions, forums, downloads and once-off shops get the throwaway one. Your business address stays for business.
  • 2Use a role address on your websiteinfo@ rather than a personal one — so the address the harvesters copy isn't the one you live in. We can set these up for you.
  • 3Never reply to spam, ever. A silent mailbox is worth far less on a list than one that answers.
  • 4Use a different password for email than for anything else, and turn on two-factor authentication where it's offered. Your email is the key to resetting every other account you own.
  • 5Mark junk as junk consistently. Filters learn from what you tell them, and get noticeably better over a few weeks.
Check your junk folder about once a week Filters are good, not perfect. Occasionally a real invoice or a new customer's enquiry lands in there. A quick glance down the sender names once a week is enough — and if you find something legitimate in there, tell us and we'll get it delivering properly.
We filter before it reaches you Mail hosted with us is scanned for spam and known-malicious attachments before it ever hits your inbox, and a lot is rejected outright. No filter catches everything — the targeted ones are written specifically to get past filters — which is exactly why the twenty-second check above still matters.

Not sure about an email?

Forward it to us and ask, or phone before you do anything else. There's no charge for a second opinion, and no such thing as a silly question when your password or your money is involved.

Monday to Friday, 08:00–17:00

Call 078 247 2221
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