QR Codes in Emails: Everything You Need to Know

Estimated reading time: 8 minutes

QR codes have become a powerful tool in the everyday life of social media and emails, as they offer a seamless way to connect offline and online interactions. Their use is widespread, especially in marketing and customer engagement. One area where QR codes have found significant application is in email communication. Integrating QR codes in emails allows businesses to create interactive experiences for their customers. However, this integration comes with both opportunities and challenges, especially when it comes to security concerns, user experience, and technical compatibility.

In this article, we’ll explore the ins and outs of using QR codes in emails, how to implement them effectively, common issues such as QR codes not showing or loading, and best practices for both senders and recipients.

What is a QR Code in Email?

A QR code for email is a type of 2D barcode that can be embedded in an email. When scanned by a QR code reader or smartphone camera, it provides a quick link to a specific URL, contact details, a promotional offer, or other valuable information. QR codes in emails serve as an efficient way to drive recipients to action with minimal effort, and encourage them to visit a webpage, make a purchase, or interact with a product.

How to Use a QR Code in an Email?

To use a QR code in an email, you must first create a QR code that links to the content or action you want your recipients to engage with. There are several free and paid QR code generators available online that allow you to create a code for URLs, text, images, and more.

1. Select Your Content: Choose the content you want to share with the QR code. This could be a link to a special offer, a form, an event registration page, or even a digital product like an eBook.
2. Generate the QR Code: Use a QR code generator to create the code. These tools let you input your URL or content and then generate a code image.
3. Embed in the Email: Once you have the QR code image, you can embed it in your email template just like any other image. Be sure to make the QR code large enough for recipients to scan easily.
4. Test the QR Code: Before sending the email, always test the QR code to ensure it directs to the correct page or action. Scanning it with a smartphone or QR reader will give you the necessary verification.

How to Scan a QR Code in an Email?

Scanning a QR code in an email is simple and requires no additional apps in most cases. Here’s how to scan a QR code in an email:

1. Open the Email: Open the email that contains the QR code.
2. Scan the Code: Use your smartphone camera or any QR code scanning app. Most modern smartphones have a built-in QR code scanner in their camera app. Just point your camera at the QR code, and a link or action will appear.
3. Follow the Link: After scanning, you’ll be redirected to the destination specified in the QR code, such as a webpage, discount offer, or event registration.

It’s as easy as that! QR codes make accessing content from emails fast and convenient for the recipient.

Common Issues with QR Codes in Emails

While QR codes in emails are useful, they can sometimes create issues, both for senders and recipients. Below are some common issues people encounter with QR codes in emails and how to address them:

1. QR Code Not Showing in Email.

One of the most common complaints is that the QR code does not show up in email. There can be several reasons for this:

• Image Blocked by Email Client: Some email clients block external images for security reasons. Make sure to add the QR code image directly into the email’s body and host it on a reliable server.
• Improper Embedding: If you are using a template to send emails, ensure the QR code is embedded correctly. If you’re using HTML email formats, ensure the image tag is correct and that the QR code image has proper alt text in case it doesn’t load.

2. QR Code Not Loading in Email.

Sometimes, the QR code does not load in email at all. This issue is typically caused by:

• File Size: Large images may fail to load, especially in emails with strict size limits. Make sure the QR code image file is appropriately sized.
• Slow Internet: A slow or unreliable internet connection can cause images not to load. Encourage recipients to check their connection or download the email for offline viewing.

3. QR Code Not Showing Up in Email Signature.

Many professionals use a QR code in email signature to share business cards, links to social media profiles, or company promotions. However, some email clients may not display these codes properly. Make sure the QR code is optimized for different email platforms and that it is hosted on a reliable server to avoid display issues.

Why Include a QR Code in Your Emails?

There are several reasons why incorporating QR codes in your emails is a good idea, including:

Enhancing User Engagement

By including a QR code for email recipients, you provide them with an easy way to engage with your content. 

Creating Interactive Content

Email is a one-way communication tool, but QR codes can turn it into an interactive experience. Instead of just reading an email, recipients can take immediate action by scanning the code. This interactive element can increase engagement and help convert email readers into customers. Test your email deliverability with the best tools – use GlockApps to see how your emails are performing! 

Increased Mobile Interaction

QR codes are highly mobile-friendly. Since most people read emails on mobile devices, a QR code in email makes it easy for them to scan and act on the information instantly. This can improve conversion rates, especially for e-commerce promotions. 

Best Practices for Using QR Codes in Emails

To make sure you’re using QR codes effectively in your email campaigns, follow these:

1. Test the QR Code Thoroughly.

Before sending your email to your full list, test the QR code to check if it works correctly. Scan it with multiple devices and apps to ensure compatibility across all platforms.

2. Keep It Simple.

QR codes should be easy to scan. Avoid making them too small. A simple design with clear edges ensures that the code can be easily read by smartphones and QR scanning apps.

3. Add Clear Instructions.

If you include a QR code in email, be sure to provide clear instructions on how to use it. Not all recipients may be familiar with QR codes, so briefly explain how to scan the code or what to expect when they do.

4. Provide a Backup Link.

Not everyone may be able to scan the QR code successfully. To cater to these users, include a text-based link or CTA  in the email as a backup. Users still have access to your content or promotion even if the QR code doesn’t work.

5. Optimize for Mobile.

As we’ve already discussed, many emails are read on mobile devices, that’s why you should ensure that your QR code is visible and easily scannable on smaller screens. The code should be large enough to be scanned from any smartphone camera. Also, you can use GlockApps’ HTML Checker to see how your emails look across different platforms.

6. Monitor Analytics.

When using QR codes, monitor their performance. Track how many users are scanning your QR codes and which campaigns are driving the most engagement. This will allow you to adjust future campaigns.

Conclusion

QR codes in emails offer a creative and efficient way to drive engagement, improve user experience, and simplify actions for recipients. Whether it’s encouraging a purchase, driving traffic to a website, or sharing a contact detail, using QR codes in emails is a powerful strategy that works across industries.

However, to maximize their effectiveness, it’s crucial to ensure that the QR code displays correctly, is easy to scan, and is accompanied by clear instructions and alternative methods of access. If you encounter issues like the QR code not showing up in email or the code not loading in email, it’s important to troubleshoot these common problems to ensure smooth functionality. By embedding QR codes in emails thoughtfully, you can make your digital communications more engaging and interactive, bringing real value to your recipients.

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