Reporting Suspicious Emails or Security Incidents: Guidance for HR Teams

Suspicious emails and security incidents are no longer isolated IT issues. They are people issues, process issues, and communication issues. HR plays an important role in setting expectations, reinforcing reporting procedures, and creating a culture where employees feel comfortable raising concerns quickly.

Phishing emails and social engineering attempts are increasingly sophisticated. Many appear to come from trusted sources such as payroll, benefits administrators, executives, or outside vendors. Because employees interact with sensitive personal and benefits information every day, HR teams are in a strong position to help reduce risk through clear, consistent messaging.

What employees should be encouraged to report

HR communications should clearly tell employees to report anything that seems unusual, unexpected, or urgent, including:

• Emails asking for passwords, one-time codes, or personal information
• Requests to change payroll or direct deposit details
• Unexpected attachments or links
• Messages that appear to be from internal staff but feel out of character
• Any situation where an employee clicked a suspicious link or entered information

Employees should be reminded that reporting something that turns out to be legitimate is always better than failing to report a real issue.

Where and how to report concerns

HR should regularly reinforce the company’s reporting process and make it easy to find. This may include:

• Using a “Report Phishing” button in the email system
• Forwarding suspicious messages to a designated IT or Security email address
• Contacting IT support or the Help Desk directly
• Reporting immediately if credentials were entered or a link was clicked

Clear instructions reduce hesitation and help employees act quickly.

Why fast reporting matters

One of the most important messages HR can share is that speed matters. Early reporting allows IT and security teams to respond before an issue spreads. Quick action can help block malicious emails, secure compromised accounts, protect payroll and benefits systems, and limit exposure of employee data.

Delays, even short ones, can increase risk and make remediation more difficult.

Reinforcing a culture of reporting

Employees may hesitate to report concerns because they worry about being wrong or fear they made a mistake. HR should consistently communicate that reporting is encouraged, expected, and non-punitive.

By normalizing reporting and emphasizing that security incidents can happen to anyone, HR helps protect employees and the organization. When in doubt, the message should be simple: report it.