English 
New Dynamic QR Code
New Static QR Code
89.9% of users include at least one email signature in their emails, yet only 18.1% actually use that space to generate leads. That’s a massive missed opportunity. Every email you send is a touchpoint, and your email signature should work harder to highlight your offerings and capture new prospects.
While you can link to various assets in your email signature to drive engagement and bookings, traditional text links are easily overlooked and often fail to drive action.
The simple fix? QR Code email signatures. They instantly transform your signature into an interactive touchpoint that prospects can scan and engage with directly from their mobile devices, while giving you trackable insights into their interest level.
In this guide, you’ll learn how to create a QR Code email signature that can turn your inbox into a booking engine.
Table of contents
- How a QR Code email signature boosts engagement and bookings
- What to link your email signature QR Codes to
- How to create a QR Code email signature
- How to add a QR Code to your email signature on any platform
- How to track and measure QR Code email signature performance
- Best practices to design a high-performing QR Code email signature
- How different businesses can benefit from QR Code email signatures
- Boost engagement with QR Code email signatures
- Frequently asked questions
How a QR Code email signature boosts engagement and bookings
QR Codes in email signatures offer multiple advantages that can significantly improve your email performance:
1. Reduce scheduling friction
Link your email QR Code directly to calendar booking pages such as Calendly, Google Calendar, or Microsoft Bookings. Prospect can book meetings instantly without the typical back-and-forth email exchanges.
2. Enable consistent multi-channel marketing
Use the same QR Code across email signatures, LinkedIn banners, and and marketing materials for unified messaging. Multi-channel marketing delivers 5x higher ROI than a single-channel approach, and QR Codes add another trackable touchpoint to your campaigns.
3. Captures leads from forwarded emails
When emails are forwarded to colleagues or decision makers, your QR Code remains functional even when text links break. This extends the lead-generation potential of every email you send.
4. Ensure team-wide booking consistency
For teams, standardized QR Code formats linked to individual calendars create a cohesive brand experience while making booking equally easy across all team members.
5. Track booking performance
While static QR Codes provide no data, dynamic QR Codes track scan rates, timing, and user behavior. This reveals which email campaigns, prospect segments, and team members have the most success with bookings, allowing you to replicate successful strategies.
6. Update content on demand
Dynamic QR Codes let you change destinations without updating signatures. Promoting an event or new product? Simply redirect your existing QR Code to the relevant content.
Now that you understand the benefits, let’s explore what content you should link to your QR Code for maximum engagement.
What to link your email signature QR Codes to
The destination you choose for your QR Code can significantly impact engagement rates. Here are the most effective linking options:
1. Calendar booking page
Link directly to your scheduling page so prospects can select time slots and confirm meetings instantly. Self-scheduling eliminates back-and-forth emails and significantly reduces the number of no-shows.
2. vCard QR Code
Link your vCard QR Code to share complete contact information (name, role, phone, email, company, and website) that recipients can save directly to their phone with one scan.
3. Email newsletter sign-up
Nurture your prospects by linking your email signature directly with email newsletter sign-ups. You can share valuable insight and capture leads who have you on their radar. Through this, you always stay at the top of their minds, so whenever they are ready for a call or purchase, your business is the one they choose.
4. LinkedIn profile
If you are someone who has an active LinkedIn profile and network with prospects and posts valuable content, a LinkedIn QR Code is a great way to build familiarity with the prospect.
5. Consultation or product landing page
For products or services requiring context, direct prospects to a dedicated demo page rather than a generic calendar. This works well for real estate agents and SaaS companies. Your landing page should clearly outline your value proposition, highlight key features, include product walkthroughs, showcase social proof, and end with a clear call-to-action.
💡 Pro tip: Keep the landing page single-purpose with one strong CTA: “Schedule your free consultation.” Avoid overwhelming prospects with excessive navigation options or competing links.
6. Event or webinar registration page
If you are planning to attend an event or host a webinar, linking the registration page is a great option. It provides a non-intrusive way to initiate engagement without asking for a commitment to a one-on-one call. The best part is that you can meet up in person or showcase value in a low-stakes way through a webinar. It’s a great way to build awareness and engagement.
💡 Pro tip: With a multi-URL QR Code, you can add all your links, such as LinkedIn, a calendar link, or an upcoming event, to one landing page. This way, a prospect can choose to engage in their preferred way. With dynamic QR Codes, you can also keep updating the links as and when needed.
How to create a QR Code email signature
You can create a QR Code for an email signature with four simple steps.
Step 1: Choose your QR Code type and destination
There are multiple types of QR Codes to choose from based on the action you want them to perform. Use a URL QR Code for booking pages, websites, or landing pages. The contact option to add your vCard or a multi-URL QR Code for adding multiple links.
Another thing to choose is whether you want your QR Code to be static or dynamic. For email signatures, it’s best to opt for a dynamic QR Code, as it’s trackable and lets you update the content anytime.
Step 2: Generate your QR Code With TQRCG
To create your email signature QR Code, navigate to The QR Code Generator platform and select the QR Code type you opted for. For this example, we will use the URL type. Enter your booking link or relevant information and click Next.
Step 3: Customize for brand consistency
Next, customize the QR Code to fit right in with your branding. You do this by adding your brand colors and logo in the center. Add a custom frame with a CTA to incite action. Once you are happy with your design, click Save.
Step 4: Download and prepare for email integration
Name your QR Code and download it in PNG for the best quality and transparency. Test your QR Code with various devices after adding it to your email signature. When you add it to the email, ensure that it does not take up more space than necessary.
Now let’s look at how you can add it to your email across email providers.
How to add a QR Code to your email signature on any platform
Here’s how you can add a QR Code to your email signature on three of the most popular email providers.
How to add QR Code to an email signature in Gmail
Step 1: Open Gmail and click Settings (gear icon) → See all settings → General tab.
Step 2: Scroll to the Signature section and use the text box to add your signature details.
Step 3: To add your QR Code, click the Insert image button in the formatting toolbar and upload your QR Code image directly, or insert it from a web URL if it’s already hosted online.
Step 4: Format your signature as needed using the text formatting options, then scroll down and click Save Changes.
Step 5: Send a test email to verify how your QR Code signature appears to recipients.
How to add a QR Code to email signatures in Outlook
The following guide is for Outlook Classic; for New Outlook or Outlook web, refer to the official Microsoft guide.
Step 1: Open a new email → Message menu → Signature → Signatures. Depending on the size of your classic Outlook window and whether you’re composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.
Step 2: Under Select signature to edit, choose New and name your signature in the dialog box.
Step 3: In the Edit signature box, type your details, then click the Image button to locate and insert your QR Code PNG file.
Step 4: Right-click the inserted image → Picture → Size tab to resize while keeping “Lock aspect ratio” checked for best results.
Step 5: Under Choose default signature, set options for new messages and replies/forwards, then click OK.
How to add a QR Code to Apple Mail email signature
Step 1: Open Mail → Mail → Settings → Signatures
Step 2: In the left column, select the email account where you want to use the signature
Step 3: Click the + button below the middle column (signature list) and type a name for your signature
Step 4: In the signature text field (right column), add your text details, then drag and drop your QR Code PNG file directly into the preview area
Step 5: Position and resize the QR Code as needed. Your signature is automatically saved when you close Settings
Step 6: Send a test email to verify the appearance and scannability of your QR Code signature
📝Note: If All Signatures is selected when creating your signature, you’ll need to drag the new signature to your desired email account before you can use it.
How to track and measure QR Code email signature performance
One of the key advantages of adding QR Code to email signatures is its trackability. Here are some metrics you can use to gauge its performance.
Use dynamic QR Codes
With dynamic QR Codes, you can easily track the performance of your QR Code across various channels. This data can reveal which emails, campaigns, or audience segments drive the most engagement. Over time, you can identify patterns and optimize accordingly.
Track key metrics
With trackable QR Codes, you can measure the following essential metrics:
- Total scans: Overall engagement with your email signature.
- Unique vs. repeat scans: New contacts scanning your code vs. returning interest. A high ratio of unique scans suggests strong first-time engagement. High repeat scans indicate recurring interest from the same prospects.
- Scan location and time: When and where people engage. If most scans happen at 2 PM EST on weekdays, you know your audience is engaged during work hours. Geographic data reveals which regions or countries respond best.
- Device type: This helps you understand mobile vs. desktop scanning patterns. If 80% of scans come from mobile, your email signature needs to be mobile-optimized
- Conversion to booked meetings: Track how many QR Code scans result in actual meeting bookings.
Utilize UTM parameters
To track QR Code performance in Google Analytics 4 (GA4), add UTM parameters to your booking page URL before generating the QR Code. This is especially helpful if you are using the same QR Code for multiple QR Code campaigns.
Example UTM structure:
https://calendly.com/yourname?utm_source=email_signature&utm_medium=qr_code&utm_campaign=meeting_booking
💡 Pro tip: Use The QR Code Generator to add UTM parameters while creating the QR Code. Adding a UTM to your QR Code campaign tells you exactly what source the lead came from. This way, you can gauge why and which QR Code is performing the best and make iterations accordingly.
Set benchmarks and goals
The average click-through rate for cold emails hovers around 3.67%. You can use traditional email metrics as a starting point for your QR Code signatures.
Since QR Codes reduce friction and are mobile-first, they may perform slightly differently than traditional links. Set benchmarks based on your email types:
- Cold outreach: Expect lower engagement initially
- Warm prospects: Higher engagement from familiar audiences
- Follow-ups: Often see better performance due to established interest
Start by tracking your baseline performance for the first month, then set incremental improvement goals based on your actual results rather than industry averages.
Optimize based on data
To ensure you are refining your campaign, A/B test different QR Code designs (colors, logos, frames with various CTAs) and test different destinations (direct calendar vs. landing page first) to gauge which one works best. Test out by updating the landing page content as well. These experiments will help you get the best results.
Along with measuring your campaign, let’s examine some guidelines to follow for optimal QR Code performance.
Best practices to design a high-performing QR Code email signature
Creating an effective QR Code email signature goes beyond just adding the code to your contact information. The design, placement, and visual presentation directly impact scan rates and user engagement.
Here are the key strategies to maximize your QR Code’s performance:
1. Add context-rich CTA
Use QR Code frames to add a relevant and clear call to action, such as “Book a Meeting” or “Connect With Me,” to convey why exactly they should scan your QR Code.
2. Use a mobile-first design
Almost 60% of emails are opened on mobile, so your signature and the linked experience must be designed with mobile users in mind. Use a clean, single-column layout in your signature so elements don’t break on smaller screens.
Ensure your landing page is fully mobile-optimized, fast loading, minimal text, and layouts that render smoothly on Chrome and Safari. Link the QR Code as well, to make it easy for prospects to open your content.
3. Maintain a professional appearance
Don’t let the QR Code dominate your email; it should complement your signature, not overshadow your name and title. Align the QR Code with your overall brand by using your brand colors, adding your logo, or choosing a frame style that matches your visual identity.
Make sure its size is balanced within the signature so it feels intentional. You can also create a single image banner for your email signature and place the QR Code inside it to keep the overall design clean and consistent.
4. Segment QR Codes for different audiences
Create separate email signatures with different QR Codes tailored to each audience segment, whether that’s by industry, role, or stage in the funnel. Using dynamic QR Codes makes this even easier.
For example, you could direct enterprise prospects to a detailed product demo page, while directing SMB leads to an SMB-specific landing page. You can even generate unique QR Codes for specific campaigns to track performance separately. This ensures every prospect lands on content that feels relevant and targeted.
How different businesses can benefit from QR Code email signatures
To help you understand how versatile QR Code email signatures can be, here are some practical examples across industries and use cases.
Sales teams and business development
Sales teams can include a QR Code in their email signature that links directly to a demo request form, allowing prospects to schedule a product demo instantly. It can also be linked to a personalized sales proposal or pricing page to make follow-ups faster and more convenient.
For added impact, QR Codes can direct prospects to case studies or testimonial pages, reinforcing credibility during outreach.
Recruiters and HR professionals
Recruiters can use QR Codes to allow candidates to book interviews or screening calls directly via a calendar link. They can also link QR Codes to digital portfolios or LinkedIn profiles, making it easy for candidates to learn more about the company and its culture.
Additionally, QR Codes can direct candidates to role-specific assessment forms or application pages.
Agencies and freelancers
Agencies and freelancers can use QR Codes in email signatures to showcase their portfolios or work samples, providing clients with quick access to proof of their capabilities. QR Codes can also link to pitch decks, client testimonials, or discovery call links, simplifying the process for potential clients.
Real estate agents
Real estate professionals can include QR Codes that link to property portfolios, virtual tours, or booking pages for showings and consultations. This makes it easy for clients to view listings and schedule appointments on the go.
Customer success and support teams
Customer success teams can use QR Codes to allow clients to book onboarding calls, check-ins, or renewal discussions directly. They can also link QR Codes to helpful resources, FAQs, or support forms to improve client engagement and retention.
Boost engagement with QR Code email signatures
Integrating a QR Code into your email signature is a simple yet powerful way to transform every email into an opportunity for instant engagement and meeting bookings.
By removing the friction of traditional scheduling and providing a trackable and interactive touchpoint, you can enhance both your personal brand and business performance. A QR Code in your email signature streamlines communication, drives conversions, and keeps you ahead in a competitive environment. With a QR Code maker like TQRCG, you get dynamic QR Codes with advanced tracking and branded customization options, including logos and frames.
Start optimizing your email signature today and turn conversations into meetings with TQRCG!
Frequently asked questions
A dynamic QR Code works best for email signatures. It lets you update the link behind the code anytime without changing your signature. You also get tracking features like scan count, device type, and location, which help measure engagement. Static QR Codes don’t offer these benefits and must be replaced every time the link changes.
Ensure the QR Code is at least 120 × 120 px, has a clear contrast, and includes enough white space around it. Place it at the bottom of your signature, away from dense text or images. Test it using multiple mobile devices to make sure it scans easily from different screen brightness levels.
Generally, no. QR Codes in email signatures do not trigger spam filters on their own. To stay safe, avoid linking to suspicious or shortened URLs, keep image sizes small, and use reputable QR Code generators.
The ideal size is 120 to 150 px. This ensures it’s small enough to fit neatly into your signature but large enough to scan instantly on most mobile devices. If you expect your emails to be forwarded or viewed on large screens, avoid using font sizes below 100 px to maintain scannability.
Yes, you can use one QR Code across the team if everyone shares the same landing page, form, or booking link. However, if each member requires a personalized calendar or profile, create individual dynamic QR Codes while maintaining a uniform format. This maintains consistency while ensuring that each scan is routed to the right person.
Use a PNG file with a larger size and insert the QR Code at its actual resolution. Don’t resize it within the email editor, as that can blur the code. Most email tools allow uploading images at their original quality; use that option to keep the QR Code sharp and scannable.
Yes. With a dynamic QR Code, you can direct users to a multi-link landing page that includes your calendar, portfolio, website, social profiles, or contact card. This makes your signature more powerful by offering multiple next steps without cluttering the email with several links.
