Quick answer
An email QR code opens a new message on the scanner's phone with your address, subject and message already filled in. Nothing is sent automatically: the person can edit the email and taps send themselves. Keep the message short, print your email address next to the code as a backup, and test it before printing.
On this page
An email QR code opens a new email on the scanner’s phone, already addressed to you, with a subject line and message you’ve written in advance. The person reviews it, adds anything they like, and taps send. It’s a simple way to turn “email us” on a sign into something people actually do.
How an email QR code works
Behind the scenes, an email QR code holds a mailto: link. It looks something like this:
mailto:orders@example.com?subject=Catering%20request&body=Hi%2C%20I'd%20like%20a%20quote
When someone scans it, their phone opens its default email app and fills in:
- To: your address
- Subject: the subject you chose
- Message: the starting text you wrote
Nothing is sent automatically. The person can edit the subject, rewrite the message, or close the email without sending. It’s a shortcut, not an autoresponder.
Our email QR code generator builds the link for you, including the odd-looking codes like %20 that stand in for spaces. It runs in your browser, so the address and message you type are never sent to KeptLink’s servers.
Good uses for an email QR code
Email codes work best when you want a message from someone and you know roughly what it should say:
- Quote and booking requests. A catering flyer with the subject “Catering request” and a message asking for date and headcount.
- Customer feedback. A receipt or table card with the subject “Feedback” so replies are easy to sort.
- Support requests. A product label with the model name in the subject, so you know which item the customer means.
- RSVPs. An event poster with a pre-filled “Count me in” message.
- Job interest. A “We’re hiring” window sign that opens an email to your hiring address.
If you want people to join a mailing list this way, treat the email as a request, not as permission to add them to marketing. Follow the consent rules that apply to you.
Writing the subject and message
A good pre-filled email does the typing for people but leaves them room to add details.
- Make the subject specific. “Catering request” or “Feedback, Main St location” helps you sort your inbox and tells the sender what the email is for.
- Keep the message short. One or two sentences is plenty. Every character goes into the code, and a long message makes it dense.
- Leave blanks to fill. Something like “Date:” and “Number of guests:” on separate lines prompts useful answers.
- Use a role address. An address like orders@ or hello@ survives staff changes better than a personal inbox.
If our generator warns that your code is dense (over 300 bytes), shorten the message first. Spaces and punctuation take extra room once they’re encoded, so trimming a sentence can make a real difference.
Limits to know before you print
Email codes are handy, but they aren’t perfect for everyone:
- They depend on an email app. If the scanner’s phone has no default email app set up, the code may not open anything useful. Print your email address in plain text near the code as a backup.
- They can’t be edited. Email codes are static. They never expire, but the address, subject and message are fixed once printed. If you might change any of them, see static vs dynamic QR codes. Dynamic codes that can be edited after printing are coming soon to KeptLink.
- Your address is visible. Anyone who scans the code can see the email address. Use one you’re comfortable sharing publicly.
- Not everyone prefers email. For quick replies, a text message code or a phone call code may suit your customers better.
Size and testing
Email codes are usually larger than a simple website code because they hold an address, a subject and a message. Follow the rule from our QR code size guide: make the code about one tenth as wide as the scanning distance, and not smaller than 0.8 inch (2 cm). For a flyer held in someone’s hand, 1.25 to 1.5 inches is a good starting point. If your message is long, go bigger.
Before you print, scan the code with an iPhone and an Android phone and check that the subject and message appear as you expect. If it won’t scan, our guide to QR codes that won’t scan covers the common fixes.
Frequently asked questions
Does an email QR code send the email automatically?
No. Scanning the code opens the person's email app with the address, subject and message filled in. They can edit anything and nothing is sent until they tap send.
What if the person scanning doesn't have an email app set up?
The code relies on the phone's default email app. If none is set up, the phone may ask them to set one up or may not open anything, so it helps to print your email address next to the code as a backup.
Can I change the email address after printing the code?
No. An email QR code is static, so the address, subject and message are fixed once printed. Use an address you plan to keep for a long time.
How long can the pre-filled message be?
There's no hard rule, but every word makes the code denser and harder to scan. Keep the message to a sentence or two and print the code larger if it gets long.