Email signature QR code that links to your booking page

How to make an email signature QR code

1. Choose one destination: your booking page, your website or a contact page, and copy its address. Keep it short; long links make a dense code.
2. Paste it into Link for your signature and click Test link to check it opens.
3. In the Style panel, leave Transparent background off so the PNG has a white background; some mail clients draw transparent images on a dark or grey box.
4. Wait for the badge to read Verified, then choose Download PNG at Size 256 px; you will display it smaller, and 256 px keeps it sharp on high-density screens.
5. Insert the PNG in your signature: Gmail, Settings → See all settings → Signature → image icon; Outlook, Settings → Mail → Compose and reply → Signatures → image icon. Set the displayed width to 100–150 px.

Email signature QR code details

A signature code is an ordinary link code with one constraint: it is read from a screen, by a phone held 20–30 cm from a monitor, and it shares the space with your name and phone number.

Choose a link, not the contact card

It is tempting to encode a full vCard so the reader can save your details in one scan. Do not, in a signature. A vCard with a name, two numbers, an email and an address is 300–500 bytes and produces a code of 45 × 45 modules or more; at 120 px each module is under three pixels, which most cameras cannot resolve. A booking link or a contact page is 30–40 characters and gives a 25 × 25 or 29 × 29 code that scans easily at that size. For the save-contact behaviour, link to a page that offers a .vcf download; the vCard QR code page covers the format for prints with room, such as a business card.

Size and format

Download the PNG at 256 px and let the mail client scale it to 100–150 px. Below 100 px codes fail on laptop screens; above 150 px the code dominates. Use a PNG with a white background: transparency renders as a black or grey box in some clients and in dark mode.

Inserting the image

Gmail and Outlook accept an uploaded image in the signature editor and let you set its width. Send yourself an email and scan the code from the screen with a phone; then drop the image into the QR code reader to confirm the link.

Common mistakes

• A transparent PNG that becomes unreadable on a dark background.
• Linking to a page that later moves; keep the path stable or redirect it.

This code never expires

The link is stored inside the image, so the code in every email you have already sent keeps working for as long as the page exists. This is a static QR code: the data is written into the pattern, so scanning it needs no server, no account and no subscription. There is nothing to renew and no redirect that can be switched off, which is why a code made here keeps working for as long as the printed copy exists. The trade-off is honest: a static code cannot be edited after printing and does not count scans. If you need either, encode a link to a page you control. Read how static and dynamic codes differ, and if a code you already have has stopped working, see why QR codes expire.

Styling, formats and print size

Every code can be styled in the Style panel: six dot shapes, corner shapes, solid or gradient colours, a transparent background, a quiet zone of 0–8 modules, and your own logo up to 30 percent of the width. A contrast checker warns below 3:1 and blocks downloads below 1.5:1, and after each change the preview is decoded again so the badge tells you whether the styled code still scans.

Print size: as a rule of thumb the code should be at least one tenth of the scanning distance wide, with the quiet zone included.

This code is designed for screens: display it at 100–150 px so it scans from a phone held up to a monitor, and download at 256 px so it stays sharp; if it is ever printed, 2 cm is enough.

The QR code size guide has a calculator for module size, DPI and distance.

Frequently asked questions