Sometimes what you want is not for someone to visit a website, but to write to you: to request information, join a list, enter a giveaway, report a problem or confirm attendance. Email and SMS QR codes open the phone’s messaging app with the recipient, subject and text already filled in. The user just taps send. In this article we explain how they work and when to use them.
Email QR codes
An email QR code stores a link like this:
mailto:info@yourcompany.com?subject=Information&body=Hi,%20I%20would%20like%20to%20know%20more
When scanned, the phone opens the default email app (Gmail, Mail, Outlook…) with:
- Recipient: your email address.
- Subject: the one you have set.
- Body: the opening text of the message.
When to use an email QR code
- Information or quote requests from a flyer or catalog.
- Customer support, in a product’s manual or packaging.
- Faults and maintenance: a code on a machine, classroom or hotel room that opens an email with the subject “Issue in room 204”.
- Job applications: on a printed job ad, for sending a CV.
- Subscriptions: the user sends an email to join a list.
SMS QR codes
An SMS QR code works the same way but opens the text messaging app:
SMSTO:+15551234567:I want to enter the giveaway
When scanned, a text message opens with your number and the message written.
When to use an SMS QR code
- Giveaways and contests with a keyword (“Text WIN to…”).
- Voting at events and shows.
- Appointment or attendance confirmations.
- Audiences who do not use messaging apps, such as older people or areas with poor data coverage (SMS works without internet).
How to create these codes
- Open the QRcrea QR code generator and choose the Email or SMS type.
- Type the email address or the phone number with country code.
- Add the subject (for email) and the predefined message.
- Customize the colors and add an envelope or message icon.
- Test it on Android and iPhone.
- Download it and place it with a clear call to action.
How to write the subject and message
A good predefined text gets more people to send the message and helps you sort them:
| Situation | Subject | Predefined message |
|---|---|---|
| Quote | Quote request | Hi, I would like a quote for… |
| Fault | Issue – Classroom 12 | Describe the problem here: |
| Giveaway | September giveaway | I want to enter. My name is… |
| Booking | Table booking | Hi, I’d like to book for … people on … |
Tips:
- Keep the text short: the code will be less dense and easier to read.
- Leave room for users to add information (name, date, description).
- Include a detail in the subject that tells you the source, such as the campaign name or location.
Advantages over just showing your address
- No typos: nobody has to copy your email or number.
- Sorted messages: the predefined subject lets you filter them automatically.
- More replies: reducing effort increases the number of people who write to you.
- Useful information: the predefined text guides users to give you the details you need.
Limitations
- Users need an email app set up on their phone.
- Text messages may cost the sender depending on their plan; mention it if that is the case.
- Your address or number will be visible; use addresses or numbers dedicated to your business.
Practical example: faults in a building
An office building places a small sign in each room with an email QR code and the text “Something not working? Scan and let us know”. Each code has a different subject, such as “Issue – Meeting room 3”, and a body that says “Describe the problem:”. When someone spots a broken projector or a dead light, they scan, write a sentence and send it. The maintenance team receives the report with the exact location in the subject line, can filter emails automatically and no longer wastes time asking where the problem is.
Practical example: a giveaway in a shop
A shop runs a monthly giveaway. In the window it places an SMS QR code with the predefined message “I want to enter the October giveaway”. Passers-by scan, add their name and send it. The shop collects entries in one place and picks a winner at the end of the month. It is a simple way to capture interested contacts, as long as you publish the giveaway rules and explain how the data will be used.
A tip for both types
Whatever type you choose, put a short line next to the code explaining exactly what will happen: “Scan to email us your question” or “Scan to text us and enter”. People are more willing to scan when they know they will not be signed up for anything unexpected.
Frequently asked questions
Can I add several recipients?
Yes, in an email you can separate several addresses with commas, although a single contact address keeps the code simpler.
Is the message sent automatically?
No. The code only prepares the message; the user decides whether to send it.
Does it work offline?
The SMS code does, because it uses the phone network. The email code needs a connection to send the message.
Conclusion
Email and SMS QR codes are the most direct way to go from a printed medium to a conversation. Use them for requests, faults, giveaways or bookings, set a clear subject and message, and place them with a call to action. Create them for free with the QRcrea QR code generator.
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