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A call sheet is an essential document used for every single day of principal photography on a production, which is why it is so important in the world of filmmaking and other entertainment mediums.

So whether you’re on the receiving end of getting a call sheet, or it is your job to make one, you must understand its function and the different components of it.

We’re breaking down all things call sheets to ensure that you know exactly how to read one and create one if necessary for your next project.

What Is a Call Sheet?

What is a call sheet?

Anna Keizer (CareersInFilm)

A call sheet is a document created by the 1st AD and shared among cast and crew daily during principal photography on a film or television show. It provides all the information that the cast and crew working on a particular day would need, such as shoot locations, shoot times, filming breaks, and arrival times for all involved in that day’s work.

Why is a call sheet important?

Anna Keizer (CareersInFilm)

The call sheet is arguably the most important document on set during production. It allows the cast and crew to know where they should be at all times, as well as what scenes will be shot on that particular day.

A call sheet is a document distributed daily to both cast and crew that informs them if they are required for the next day’s shoot and how that shoot day will unfold.1

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

The call sheet includes call times for various cast and crew members, the location(s) where they will be filming, the script pages and scenes they will be filming, and any other pertinent needs for that day’s shoot.

Why is it called a call sheet?

Anna Keizer (CareersInFilm)

A call sheet is called such because it notifies specific cast and crew that they are being called to set for a particular day’s work. Not everyone who is part of principal photography will be needed every single day on set. The call sheet lets the appropriate cast and crew know if they are part of that day’s shooting schedule.

Who Makes the Call Sheet?

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.

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When Does a Call Sheet Go 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.

Who sends out the call sheets?

Anna Keizer (CareersInFilm)

The daily call sheet is always sent out by a member of the production team. In most cases, it’s the 1st AD, but it’s not unheard of for the Unit Production Manager, Production Coordinator, or 2nd AD to send out the call sheet as well.

How late do call sheets go out?

Anna Keizer (CareersInFilm)

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.

What Are the Different Call Sheet Elements?

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:

call sheet exmaple

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.

When should you expect a call sheet?

Anna Keizer (CareersInFilm)

Depending on when a shoot ends for the day, you should expect the next day’s call sheet within a few hours of wrap.

1. Above the Line Information

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.

2. Production Title and General Crew Call

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.

3. Date, Day out of Days, Weather and Nearest Hospital

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.

4. Set Address

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.

5. Shooting Schedule

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
call sheet elements

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.

6. Talent Information

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

7. Background Talent and Stand-Ins

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

8. Special Instructions

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

9. Advanced Schedule

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.

10. Crew List

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
call sheet crew list

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.

11. Walkie Talkie Channels

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.

What Are Some Call Sheet Resources to Create One?

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.

How Long Do You Need to Keep a Call Sheet?

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.

In Closing

A production does not happen without a call sheet. Simple as that. Which is why it’s imperative that you understand the function of this document and know how to create one if you plan to work as part of a production team.

By familiarizing yourself with a call sheet – and perhaps even practicing making one – you can quickly get up to speed on what works and what doesn’t when reading one and making yourself even more valuable on set as either a cast or crew member.

  1. 1Jenn Shadd. "What is a Call Sheet?". Backstage. published: December 2, 2022. retrieved on: May 2023
  2. 2Alyssa Maio. "What is a Call Sheet? The Essentials for a Smooth Production". Studiobinder. published: November 14, 2019. retrieved on: May 2023
  3. 3. "How to Make a Call Sheet for a Film: Step-by-Step Guide". Master Class. published: September 29, 2021. retrieved on: May 2023
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