Quick answer: enter the email address, then an optional subject and message. The QR code holds a mailto: link, so scanning it opens the person’s own email app with everything filled in – they only need to press Send. Download it as PNG or SVG and place it where people need to contact you.
Why a pre-filled email beats “contact us at…”
Typing an email address on a phone is where most people give up: one wrong letter and the message bounces. An email QR code removes the typing. It also lets you decide the subject line, which means replies land in your inbox already sorted – “Room 12 – maintenance request” is far easier to handle than “hi”.
Under the hood the code contains a standard link like mailto:[email protected]?subject=Feedback&body=.... Every phone knows that format and hands it to whatever email app the person uses – Gmail, Outlook or Apple Mail.
Good uses
- Feedback cards in restaurants, hotels and clinics with the subject “Feedback – table 7”.
- Support stickers on equipment: “Printer 3F not working” goes straight to IT.
- Newsletter or waiting-list sign-ups at events, with a body like “Please add me to the list”.
- Job fairs: “Application – Graphic designer” so CVs arrive with a clear subject.
Writing the pre-filled text
Keep the subject short and specific, and leave room in the body for the person to add their own words – for example end the body with “Details: ”. Everything you write is visible and editable before sending, so nobody is sending something they didn’t agree to.
Want people to keep your address rather than write once? A contact (vCard) QR code stores your email together with your name, phone and company. For quick replies on the go, an SMS QR code or a WhatsApp QR code often gets a faster answer than email.
How to create an email QR code
- Enter your email address. Use the inbox that will actually answer – a shared support address works well.
- Add a subject. Optional, but it makes replies easy to sort. Include a location or room number if you use several codes.
- Write a starting message. Optional. A short line such as “I would like to know more about…” helps people start.
- Scan to test, then download. Make sure your phone opens a new email with everything filled in, then save the code.
If nothing happens when you scan
The phone needs an email app set up. On a device with no mail account the scan shows the address instead – people can still copy it. If you expect many visitors without email apps (tourists, for example), add a WhatsApp QR code next to it.
One code per place keeps your inbox sorted
Make a separate code for each table, room or machine and change only the subject: “Feedback – Table 7”, “Room 214 – housekeeping”, “Printer 3F – not working”. Replies arrive pre-labelled, and you can set up an email filter on the subject to route them to the right person automatically. It costs nothing – the codes are free and never expire.
How long can the pre-filled message be?
Every character of the subject and message goes into the code, and special characters (spaces, accents, line breaks) are stored in encoded form, which takes three characters each. Around 150 characters of message is comfortable on a small sticker; 500 needs a code of 4 cm or more. The counter under the message and the module count in the preview help you judge it.
CC and BCC
CC adds a visible second recipient – for example a manager on maintenance requests. BCC adds a hidden one, handy for logging every request into a shared mailbox. Gmail, Outlook and Apple Mail honour both; a few minimal mail apps ignore them, so the main address should always be the one that matters.
Frequently asked questions
Which email apps work with this QR code?
Any app that handles mailto links: Gmail, Outlook, Apple Mail, Samsung Email, Yahoo Mail and others. The phone opens its default email app.
Is the email sent automatically?
No. The email opens as a draft and the person chooses whether to send it. They can also edit the subject and message.
Can I add more than one recipient?
Yes. Separate addresses with commas in the address box. Some apps show all of them in the To field.
Can I add attachments?
No. Email QR codes can fill in the address, CC, BCC, subject and message, but no email link format can attach a file. Link to a document in the message instead.
Will spammers get my address from the code?
Anyone who scans it can see the address, just like a printed one. Use a shared or role address such as info@ for public posters.
Does the code stop working if I change email providers?
It keeps opening an email to the same address. If that address stops working, make a new code.
Can I add CC and BCC recipients?
Yes – fill in the CC and BCC boxes. Most email apps add them automatically; the main “Send to” address is always used.
Why are spaces shown as %20 in the code’s content?
Email links must be URL-encoded, so a space becomes %20 and a line break %0A. Phones turn them back into normal text when the email opens.