Small Formatting Changes, Big Visual Impact: How I Refined My Document Translation Layout Over Time
- Ka Yee Meck
- May 19
- 2 min read
When translating official documents like degree certificates, my job as a qualified translator isn’t just to get the words right.
It’s also to present them in a way that’s clear, professional, and true to the spirit of the original.
The two documents in the image below are not identical – they’re from different universities and have slightly different wording and structures. But they serve a similar purpose: certifying a student’s completion of a Clinical Medicine degree in China.
These are real screenshots from official certificates I’ve personally translated over the years (one is a Degree Certificate, the other a Graduation Certificate – for more information about the differences between the two, check out my previous blog post).
Looking at them side by side, you might notice something else too: one just looks more polished. Cleaner. Easier to read.
That’s no accident.
Over the years, I’ve gradually refined how I format translated documents – paying closer attention to layout, spacing, font styling, and overall presentation.
The changes may seem subtle, but they make a huge difference. Here’s how:
Reducing Clunky Gridlines
The earlier version (left) includes visible borders between every single cell of the table. Actually, I didn't do this deliberately – what happened was that I used the Table feature in Microsoft Word to help me organise the text and recreate the format of the original source file, without realising that I could remove borders between cells!
In retrospect, this layout looks so cluttered and outdated.
In my newer approach (right), I’ve removed unnecessary borders, creating a much cleaner and more modern feel – without compromising clarity.
More Thoughtful Photo & Seal Placement
Adding a box around the photo and seal areas helps visually define where these elements belong, even if they’re not included in the digital version.
This small tweak improves structure and gives the layout a more official feel, substantially improving the overall presentation of the translated document.
First impressions count.
Better Use of Font Styling
Bolded text and slight font size variations help guide the reader’s eye. In the updated version, I’ve used these to draw attention to key phrases like “GRADUATION CERTIFICATE” and the name of the degree. It’s subtle, but it makes the content easier to navigate at a glance.
Key Takeaway
Translation is about more than "just" words – it’s also about presentation, professionalism and first impressions.
A well-formatted, visually clear certificate helps reinforce the professionalism of the translation itself.
That’s why I put just as much care into formatting as I do into getting the words just right.
If you’re looking for certified translations of academic, legal, or personal documents – ones that read well and look good – I’d love to help.
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