How to Convert Text into QR Codes: A Smarter Way to Share Information

At some point, you’ve probably struggled to squeeze too many details onto a tiny product label, like safety instructions on packaging, serial numbers on electronics, or usage notes on equipment. The more text you add, the smaller the font gets, making it hard to read. 

Guess what? We have a solution for this: Text QR codes. This underrated yet incredibly useful tool lets you embed essential notes, instructions, or serial numbers directly into a scannable code. And the best part? A simple scan provides instant, offline access to all the information! 

In this guide, we’ll break down what text QR codes are, how to create them, why they’re worth using, and where they work best. Let’s begin. 

What is a text QR code?

A text QR code lets you store and share simple text, such as words, sentences, numbers, or special characters. These codes offer instant access to information when scanned using a smartphone or other device. 

Unlike most other QR codes that redirect to a URL or landing page upon scanning, text QR codes directly display the text on the user’s smartphone, without requiring an internet connection. This solution is ideal for sharing short instructions, notes, and serial numbers. 

Text QR codes are especially useful for manufacturers, retailers, event organizers, and even educators, who need to share essential information, such as product details, event guidelines, or class notes, quickly, often in environments without internet connectivity.  

Why should you convert text into QR codes?

Text QR codes have several upsides. Given their simplicity and ease of use, they are apt for businesses across industries. Here’s how this solution benefits users:

✅ Offline accessibility 

A primary advantage of text QR codes is that they work without an internet connection. Anyone can scan and read the content instantly, whether it’s a student in a classroom with no Wi-Fi or a machine operator in a low-internet zone.  

✅ Instant access to information 

These QR codes let users access instructions, notes, or other information quickly with a simple smartphone scan. They’re most suitable for busy places like classrooms, warehouses, or corporate offices, saving users’ time and putting information right at their fingertips.

✅ Enhanced security 

Since the text QR code is not linked to any external URL and all the text is stored directly within the code, there is a significantly lower risk of cyberattacks like phishing or malware. 

✅ Cost-effective solution 

By embedding information directly into text QR codes, businesses can significantly reduce their reliance on printed manuals, instruction sheets, and serial number labels. This not only cuts down printing and distribution costs but also minimizes paper waste, making it a cost-efficient and environmentally sustainable solution.

✅ No QR code expiry 

Text QR codes are static as the information is directly embedded in the code, and no redirection is involved in the process. Plus, these codes never expire and remain accessible as long as the code is scannable, making them ideal for long-term uses like storing automotive part serial numbers or archiving essential notes.

How to generate text into QR codes?

Here’s a breakdown of the key steps: 

Step 1: Sign in to www.qrcodechimp.com and navigate to the Solutions page. 

Step 2: Scroll down to the text QR code solution. 

Step 3: Enter your text in the ‘Text’ field. 

Step 4: Go to the ‘Design, Color, and Decorate QR Code’ section. Customize the QR code with your desired QR shape, colors, design, and logo. 

Step 5: Click on ‘Save’. 

Once your QR code is saved, download it in a high-resolution format for printing.

Best practices for maximizing the efficiency of text QR codes 

➢ Include only the most relevant text or information to avoid clutter. QR codes with shorter text scan faster. 

➢ Choose high-contrast colors for the QR code and avoid overly decorative designs to ensure maximum scannability.

➢ When adding text, remember the QR code works fine up to 300 characters; however, it is recommended to use short and crisp text. 

➢ Ensure the codes are placed correctly so that people can easily see and access them. Avoid areas with curved surfaces or poor lighting.

➢ Add clear instructions or CTAs, such as “Scan for safety guidelines,” “View warranty details,” or “Scan for product serial number,” to let users know what the QR code is for.  

➢ Always test the QR code before printing by scanning it on multiple devices to ensure it scans quickly and displays the accurate information.

Some practical use cases of text QR codes 

The following examples illustrate where and how text QR codes can be used to simplify access to information, improve efficiency, and reduce reliance on paper.

💻 Product details and serial numbers in electronics

With text QR codes, you can replace printed labels for model IDs, serial numbers, warranty information, or setup/reset instructions on consumer electronic goods with a scannable QR code. It is a faster and more reliable way to share essential information, ensuring user convenience and reducing frustration, as well as the need for customer support. 

📦 Equipment labels in manufacturing units 

In manufacturing facilities, these QR codes can be used to provide direct, offline access to information, such as machine-specific operating steps, safety protocols, or emergency actions. You can either print the codes directly on the equipment or on their respective labels. They’re useful for factories with limited internet connectivity and help improve operational efficiency and reduce accidents and downtime. 

📝 Study notes or exam instructions in educational institutions 

Educators can attach text QR codes to assignments or worksheets to give students instant, offline access to bonus instructions, reference notes, or formulas. This solution works well for educational facilities that don’t usually provide Wi-Fi networks. Additionally, it saves printing costs and keeps essential information always accessible.

🕵🏼‍♂️ Hidden clues in recreational games 

One of the best uses of the text QR code is sharing hidden clues in fun indoor and outdoor games, including scavenger hunts, board games, escape rooms, or easter egg hunts. It adds a tech-savvy twist to these classic games, making them more interesting and interactive. And the best part? A simple smartphone scan can quickly reveal clues — no internet or special tech required.

💌 Thank-you notes or greetings

Event organizers, businesses, or even individuals can use text QR codes to share short, heartfelt thank-you notes and holiday greetings or wishes. These codes can be printed on product packaging, gift cards, event giveaways, or even wedding invitations. This quick, simple way of sharing personalized messages makes interactions memorable by adding a warm human touch.

🖼️ Museum or art gallery descriptions

In museums or art galleries, these QR codes can be placed near exhibits to share descriptions, interesting facts, background stories/historical context, or artist bios. It works well for visitors who can instantly access information about artwork and exhibits offline and without needing any physical tour guides.

🏷️ Discount codes in retail settings 

Retailers can display these QR codes on receipts/invoices or at checkout points to instantly share promo codes or loyalty perks. This significantly boosts customer engagement, making the process hassle-free for shoppers as no paper coupons or mobile apps are required.  

Final thoughts 

Needless to say, QR codes offer a more durable and sustainable alternative to paper by storing and sharing information digitally. That’s exactly what text QR codes do. And since these codes are static, they keep the content permanently accessible. 

And, what makes them more reliable and hassle-free is that they don’t require an internet connection to work, making them ideal for places with limited or no connectivity at all. Text QR codes can be used anywhere—from labeling equipment in factories to sharing notes in classrooms—to enable swift, seamless, on-demand access to essential information.

Frequently asked questions