Getting artwork right the first time saves a training institute the cost and delay of a reprint, especially for certificates that are only produced once per cohort. Use this checklist before you send artwork for certificates, ID cards or signage.
Before You Start: Confirm the Details That Cannot Change Later
- Exact course name and level, spelled and formatted the way it should appear on the certificate permanently
- Any accreditation, KHDA reference or partner logo that must appear, confirmed with your compliance or admin team before design begins
- Full legal names of graduates, checked against enrollment records rather than typed from memory
- Trainer and staff names and titles for ID cards, confirmed with HR or admin rather than assumed from a roster
Certificate Artwork Checklist
- Supply your logo as a vector file (AI, EPS or high-resolution PDF) so it prints sharp at certificate size
- Decide on paper stock and finish (matte, textured or a foil or embossed detail) before finalizing layout, since some finishes affect how much space text needs
- If using a variable data print run (names changing per certificate, layout fixed), confirm your name list is in a clean, consistently formatted file before production begins
- Proofread the fixed template text separately from the variable name list, since a template error affects every certificate in the batch
ID Card Artwork Checklist
- Decide on card orientation (vertical or horizontal) and confirm it works with any lanyard or holder you plan to use
- Supply staff and trainer photos in a consistent format and background where possible, so the finished batch looks uniform
- Confirm whether cards need a barcode, QR code or magnetic strip added, since this affects layout space
- If issuing separate designs for staff versus students, confirm the visual difference (color, border or label) is clear at a glance
Signage Artwork Checklist
- Measure your actual wall, door or reception space before finalizing sign dimensions
- List every room, classroom or department that needs a wayfinding label before ordering, rather than adding pieces one at a time
- Confirm your building or landlord's rules on exterior signage before finalizing an A-frame or storefront design
- Keep wording on directional signage short enough to read at a glance from a normal walking pace
Common Artwork Mistakes
- Sending a low-resolution logo pulled from a website instead of an original vector file
- Finalizing certificate artwork before KHDA or accreditation details are confirmed
- Approving a proof without checking every name in a variable data batch individually
- Ordering signage before confirming final room numbers or classroom names
Frequently Asked Questions
What file format should we send for certificate artwork?
A vector file (AI, EPS or high-resolution PDF) for any logo or fixed graphic elements works best. If you only have a raster logo (JPG or PNG), send the highest resolution version available and our team can advise whether it is suitable.
How do you handle a certificate name list with special characters or long names?
Share your list in advance so our team can check that your chosen font and layout accommodate longer names or special characters before the full batch is produced.
Can we get a physical proof before a large certificate run?
For large batches, a sample proof before full production is generally advisable so you can check paper, color and layout before committing to the full run. Ask our team when placing your order.
See the Full Package
For the complete set of printed materials training institutes typically need, see our Training Institute & Professional Training Center Printing Package.
