Making QR Codes accessible
QR codes are now ubiquitous – they can be found on printed materials such as letters, flyers, and posters, as well as in the digital realm, for example, when setting up an authenticator app. They facilitate the transfer of complex information, such as URLs, Wi-Fi passwords, or other data that are difficult to enter manually. This can fundamentally improve accessibility. For blind or visually impaired people – but also for people with motor impairments – manually entering such information is often difficult. QR codes can offer significant relief. However, this requires that the codes themselves are designed to be accessible. This article will discuss which barriers frequently arise and how they can be avoided.
Accessibility Challenges
A key problem with printed QR codes, such as those on posters, is their positioning. If a code is placed too high, people in wheelchairs cannot reach it; if it is too low, it can be equally inaccessible for people using a walker, for example. Size and quality also play a role: Codes that are too small or blurry are difficult to recognize or even imperceptible as QR codes.
Another obstacle arises when QR codes are significantly altered for aesthetic reasons. While colors and shapes can be adjusted within certain technical limits—for example, to match a company's corporate design—this often impairs visibility and recognizability. A visually appealing QR code must therefore still be clearly identifiable as such and reliably scannable.
Another common problem arises when QR codes are printed on colored backgrounds or embedded in graphic designs. Posters or flyers usually have a specific background color, and if the QR code is color-matched to it—that is, not in the classic black-and-white contrast—it can easily become barely visible. This not only affects visual perception but can also cause technical difficulties: Some cameras are unable to reliably capture QR codes with altered colors or low contrast.
Another aspect that is often overlooked is that the people who design or test QR codes typically have modern devices with high-resolution screens and powerful cameras. However, real-world usage often presents a different picture. Many people use older smartphones or devices with lower camera quality. A QR code that works perfectly under ideal conditions can be unreadable on such devices – especially if it is small, has low contrast, or is displayed with altered colors.
Another scenario involves QR codes displayed on digital surfaces – such as computer screens, displays, or in apps. This creates additional barriers, particularly for blind people. They usually cannot recognize that a QR code is even present unless it is explicitly announced. The same problem exists with printed materials: If a blind person receives a letter with a QR code, for example, it is generally not automatically detected or announced by a screen reader. Without a corresponding notification, the code remains undiscovered.
Even if someone knows a QR code is present, practical difficulties can arise—for example, if the code is on a page that isn't initially properly aligned or visible. However, once the code has been identified, scanning is usually straightforward, as QR codes are relatively robust.
One advantage of QR codes is their technical robustness. Even if only part of the code is within the camera's field of view or the distance isn't optimal, it can generally still be scanned without problems. This clearly distinguishes QR codes from other code formats that require precise alignment or a specific distance from the camera.
An example of this is ID card or identification procedures using a smartphone, such as scanning an identity card. In these cases, the code usually has to fit precisely into a rectangle displayed on the screen—without visual feedback or speech output, this is virtually impossible for blind people. QR codes are significantly more user-friendly in this respect because they are more tolerant of variations in position and distance. Nevertheless, challenges also exist in the digital context. The same problem can occur on screens as with printed media: blind people often don't know that a QR code is displayed. In some cases, the screen is broken or switched off – or the code is simply outside the visible area.
A typical example: On a computer, a browser window is accidentally displayed very small, perhaps because a second window has been opened. This is immediately noticeable to sighted people, but blind users usually don't notice it. They rely on screen readers, which describe the content but provide no feedback about the actual window size or the visibility of graphic elements. So, if the QR code is outside the visible area or doesn't load at all, it remains invisible to the person – even if they know it should be there.
Such technical barriers demonstrate that accessibility is not solely a matter of design, but also of technical implementation and feedback. Only when users are reliably informed that a QR code is present and visible they can use it.
Furthermore, it shouldn't be assumed that everyone knows how a QR code works or what it's for. While we encounter QR codes almost everywhere these days—on letters, posters, packages, or in apps—that doesn't automatically mean everyone understands what they can do with them.
A QR code on a package, for example, primarily serves the purpose of package tracking by the delivery company and is not intended for the recipient. Consequently, it's unclear to many people which codes are relevant to them, what happens when they scan one, or even if they can do anything with it at all.
This usage scenario should be considered, especially with official letters, forms, or online services. People need to know what the QR code is for, what happens when they scan it, and whether there's an alternative if they can't or don't want to use it.
In the digital realm, an alternative way to obtain the same information or perform the same action should therefore always be offered. This could be, for example, a direct link provided in addition to the QR code, or an alternative method such as email, SMS, pushTAN, or other secure communication channels.
Even if this is technically or organizationally more complex—especially if the QR code contains complex information—it is crucial for accessibility. This is the only way to ensure that all users, regardless of their abilities or technical capabilities, have access to the content.
A QR code should always have an understandable alternative. This means not only that the same content must be accessible in another way, but also that it must be described what the QR code is for and what happens when it is scanned. This transparency is important not only for accessibility reasons, but also for security and fraud prevention.
QR codes can be misused to redirect users to fake or malicious websites. Clear alternative text and a meaningful description help to build trust and avoid misunderstandings.
Furthermore, the QR code should be used in accordance with technical standards. Graphic embellishments or design changes should be largely avoided. While placing a small logo in the center of the code is generally unproblematic, color changes, shadows, gradients, or creative shapes can significantly impair readability. The classic, high-contrast black code on a white background remains the most reliable solution – both technically and in terms of visibility.
The placement and size of the QR code are equally important. It should be placed on a solid-colored background so that it stands out clearly from the rest of the design and is easily recognizable as a QR code. If it is too deeply integrated into the layout, there is a risk that it will be perceived as a mere graphic element and will be overlooked.
Regarding size, there are various recommendations. A minimum size of 2 x 2 centimeters is often cited for letters. In practice, however, this is quite small – especially if the print is blurry or the code is to be scanned with a lower-quality device. Slightly larger codes are therefore more practical in many cases, particularly for people with visual impairments or limited fine motor skills.
For posters or brochures, the size should also be adapted to the usual viewing distance. The further away the person is from the QR code, the larger it needs to be to be recognized.
An additional approach – although technically more complex – would be the integration of tactile indicators on printed materials. A tactile marker surrounding or indicating the presence of a QR code could help blind people locate it and scan it with a camera. Unfortunately, conventional printing methods don't yet offer a standardized solution for this, but the concept makes perfect sense from an accessibility perspective. The advantage is obvious: you immediately know which page of the document contains the QR code and can easily point the camera at it. Such a solution would also be conceivable for brochures, posters, or informational flyers and would significantly facilitate independent use.
Clear instructions are equally important. Despite the widespread use of QR codes, many people aren't sure how to use them. A brief explanation can therefore go a long way:
- What should the code be scanned with – the camera app, the browser, or a dedicated application?
- How does the scanning process work technically?
- What happens when the code is scanned?
- What is the QR code actually intended for?
This information creates transparency and security. It reduces apprehension and helps avoid misunderstandings – especially for people who have little experience with QR codes.
Conclusion
QR codes can be a real help – especially for blind, visually impaired, or motor-impaired people who find it difficult to manually enter complex information. Long URLs, complicated passwords, or technical data can be transferred quickly and easily.
However, it's important to note: Only accessible QR codes are truly helpful. If an alternative is missing, or if the code is poorly placed, too small, lacks contrast, or is even invisible, what should be a convenience can quickly become a barrier.
Whether a window on the screen is too small, the QR code is too high on a poster, or there's simply no explanation – all of these can make it impossible to use.
That's why it's crucial to design QR codes intentionally and accessibly: clear, high-contrast, sufficiently large, well-positioned, with alternative text, an understandable description, and – where possible – even tactile. Only then can they truly reach their potential: to facilitate access to information for everyone.