A call sheet is a document created by the 1^st AD or another member of the production team and shared among cast and crew daily during principal photography on a film or television show.

It’s one of the most important documents of production, as it provides all the information that the cast and crew working on a particular day would need, such as shoot locations, shoot times, script pages they’ll be filming, expected filming breaks, and arrival times for all involved in that day’s work.¹

Curious to know what components make up a call sheet? This video explains.

The daily call sheet goes out the night before the shoot day detailed in it. While not ideal for planners, the reason for the late send-out is because there are typically changes made to the call sheet well into the evening, such as who is going to be needed on set the next day.

In fact, that’s where the call sheet gets its name – it “calls” specific cast and crew to set for the day’s work.

The person who creates and sends out the call sheet will depend on the size of the shoot. Normally, it’s the 1st AD, or First Assistant Director, who has the job of sending out the call sheet.

Now that you know what makes up a call sheet, it’s time to learn how to correctly read one.

But depending on what positions have been hired for a project and how their roles have been defined, it’s possible to have the 2nd AD (Second Assistant Director), UPM (Unit Production Manager), or even the Production Coordinator sending it out.

The time at which the call sheet goes out for the next day always occurs after that day’s shoot. Only once a production wraps (or ends) for a day can the production team determine if any time, location, or other changes need to be made to the call sheet. No matter who sends out the call sheet, it should typically be provided to the cast and crew no more than a few hours after that day’s wrap.

A call sheet is an information-dense document with multiple components that cast and crew should be aware of and able to comprehend correctly.2

Though there is a somewhat standardized format to a call sheet, differences exist from one production to another.

Here’s an example that you can use as an initial reference as we break down the various call sheet elements:

As this call sheet demonstrates, there’s a lot of information for cast and crew to digest from day to day, which is why they must understand all the different elements of it.

At the top left corner of the call sheet will typically be the above the line details for the project, which includes the name of the production company, Director, Screenwriter, and Executive Producer(s). As it regards contact information, a call sheet must include the full address and phone number of the production office.

At the top center of the page, you will typically have the project’s title and general crew call time. A pre-call may be included as well, which denotes when the grip and electric departments must arrive for a cast rehearsal.

In the upper left corner, sometimes the upper right corner, or somewhere in the upper third of the call sheet will be general information. This means details such as the date, the day out of days or DOOD (ex. 10 of 20, which means it’s the 10th day of shooting out of a total 20 principal photography days), weather, and the nearest hospital.

Some individuals might be tempted to leave these details out, especially when a call sheet can very quickly get crowded with information. However, it is vital information.

What you don’t want is an accident happening on set and the nearest hospital address can’t be found. Or a missing sunset time, which can leave a production in trouble should it go over schedule and be forced to shoot without sunlight.

The set address should also be included in the upper third portion of the call sheet. Again, disaster can strike should your cast and crew not know where to go in the morning.

To facilitate everyone knowing where to go and minimizing any late arrivals, a call sheet should have an attached map of the filming location(s) and parking information.

On larger productions, there may be what is called a base camp, which is where the crew may park before being shuttled to the actual filming location. The cast might be shuttled to that day’s set as well.

The majority of a call sheet will read like an Excel spreadsheet that details elements of the shooting schedule.

The shooting schedule indicates the specific script pages that will be shot that day. However, it will not include a shot-by-shot schedule – that is a different document called the shot list.

The shooting schedule generally includes the following details:

• Scene numbers
• Set/scene descriptions
• Actor ID number – each Actor is usually referred to by a code number to avoid space being devoted to their longer names
• D/N – day or night
• PGS – page count, or how much of a page is being shot for a scene
• Location – may include a company move, which is a same-day location change

Though a general format is still in place, you can see from this second example of a call sheet that subtle differences do exist from one document to another.

On the call sheet is a section below the shooting schedule that provides information on each Actor who will be needed on set for that day. This section is divided into the following columns:

• Actor name
• Actor ID number
• Character name
• Work status – defined with codes: SW (start work), W (work), WF (work finish), SWF (start work finish) or H (hold)
• Pickup time – if the Actor is provided transportation to set
• Arrival time – time the Actor must arrive to the filming location
• Blocking time – if necessary
• HMU – time that the Actor must leave for hair and makeup
• Set time – time the Actor must be on set to film
• Remarks – if needed, ex. wardrobe or prop notes

This section of a call sheet provides information regarding the presence of background talent – also known as Extras – and Stand-Ins for the Actors. As with the other information provided on a call sheet, these details tell the appropriate individuals when to show up to set and be ready to work. This info also lets the production staff and catering services know how many additional people they should account for that day.

The Extras and Stand-Ins section should include:

• Number (#) – number of Extras for each scene
• Description – brief description of role the Extras are playing
• Report – time for Extras to arrive at the filming location
• Set Call – time for Extras to be on set
• Location – name of location

This section of a call sheet will have reminders in necessary for specific departments. Some examples might look like:

• Props – toothbrush and toothpaste
• HMU – match scene 27 (‘50s hairstyle)
• Wardrobe – ripped blouse
• SFX – squibs and blood
• Grip/electric – scene 12, day for night
• Vehicle – pickup truck and tractor
• Stunts – none
• Animals – horse runs from shed

At times, you may receive or be asked to include what is called an advanced schedule, which is essentially the next day’s preliminary call sheet. Because call sheets can change from day to day, though, it often is not given out.

One of the most important parts of the call sheet is the crew list. Here you should include every crew member who will be part of that day’s shoot. Include the following:

• Name
• Position/role
• Call time

This third example of a call sheet once again offers a look at the differences between this document from one production to the next. Bottom line: A call sheet should be formatted to fit the needs of the project.

Depending on the size of a production, the crew may use walkie talkies to communicate with each other. For this reason, a call sheet may include the different channels that each department has been assigned to use during a shoot.

A simple Google search for “call sheet template” can provide you with multiple options for creating your call sheet. That being said, if your goal is to be part of the production team on a project, you may want to invest in software that helps to generate call sheets.

While an Excel or Google spreadsheet can do the trick, you can also try out programs such as Yamdu, StudioBinder, SimpleCallsheet, or Boords to see which best suits your needs.

Given that a call sheet is a daily production document, its function for most cast and crew is completed once that day of shooting wraps.

However, if you are part of the production team, do not just write over each call sheet with the next day’s information. Save each one! Having a record of your call sheets can be valuable in a number of ways. First and foremost, it can provide a guideline for your post-production team as they navigate the footage and start putting together the edit.

Ready to try your hand at your first call sheet? This video breaks down how to create one.

Second, your record of call sheets can help you learn from one production experience and apply that knowledge to the next. From seeing where your schedule got off track (if it did) to understanding how your formatting style helped or confused your cast and crew, a call sheet can provide important insights.

You may also have Producers or Executives asking to see your call sheets if they have questions about the project’s schedule or budget as well, so do not get rid of them.