Template
Call Sheet Template
Every field that belongs on a professional call sheet, what each one is for, and the mistakes that cost productions time on the day. Copy the structure below, or build it in ScenePaper and have it generated from your schedule.
What is a call sheet?
A call sheet is the daily document sent to a film crew before each shoot day. It states the general call time, individual call times per person, which scenes are being shot, the location and its address, cast requirements, and safety information. It is the single reference everyone works from that day.
The template, field by field
Header — the essentials
| Field | What it's for | Required |
|---|---|---|
| Production title | Project name, and the production company. Include the day number and total, e.g. Day 12 of 28. | Required |
| Date and day of week | The shoot date in full. Ambiguous dates cause people to arrive on the wrong day. | Required |
| General crew call | The time the main unit is called. Individual departments may differ — those go in the crew table. | Required |
| Shooting call | When the camera is expected to roll, distinct from crew call. Usually 30–60 minutes later. | Required |
| Estimated wrap | Expected end of the day. Drives turnaround calculations for tomorrow's call. | Required |
| Sunrise / sunset | Critical for exterior work and any magic-hour scheduling. | Optional |
| Weather forecast | Conditions, temperature and precipitation probability for the location. | Optional |
| Revision number | If this replaces an earlier sheet, number it and mark what changed. | Optional |
Location
| Field | What it's for | Required |
|---|---|---|
| Set name and address | Full address, not a place name. Include what3words or a pin where useful. | Required |
| Parking | Where crew park, and whether permits are needed. | Required |
| Unit base | Where trucks, catering and trailers are, if separate from set. | Optional |
| Nearest hospital | Name, address and distance. This is a safety requirement, not an optional extra. | Required |
| Company moves | Any move during the day, with the time and the destination. | Optional |
Schedule — what's being shot
| Field | What it's for | Required |
|---|---|---|
| Scene numbers | In shooting order, not script order. | Required |
| Slugline | INT/EXT, set, day/night — so crew know the setup at a glance. | Required |
| Page count | In eighths. Day totals let everyone judge whether the day is realistic. | Required |
| Cast IDs | Numbered cast required per scene, matching the cast table below. | Required |
| Location | Which location each scene shoots at, where the day covers more than one. | Required |
| Estimated time | Rough time allocation per scene or block. | Optional |
Cast
| Field | What it's for | Required |
|---|---|---|
| Cast ID number | Consistent with the schedule table and the Day Out of Days. | Required |
| Character and actor name | Both, so crew can address people correctly. | Required |
| Pickup / makeup / on-set times | Individual times, which differ from general crew call. | Required |
| Status | Start, work, hold or drop — from the Day Out of Days. | Optional |
Crew
| Field | What it's for | Required |
|---|---|---|
| Department and role | Grouped by department — camera, grip, electric, sound, art, and so on. | Required |
| Name and contact | Mobile number for anyone who might need reaching on the day. | Required |
| Individual call time | Where it differs from general crew call — art and camera often pre-call. | Required |
Notes and safety
| Field | What it's for | Required |
|---|---|---|
| Special equipment | Cranes, drones, underwater housings, anything needing extra prep or licensing. | Optional |
| Stunts, SFX, animals, minors | Flag anything requiring a supervisor, permit or chaperone. | Required |
| Safety notes | Site-specific hazards, PPE requirements, and the on-set first aider. | Required |
| Catering | Breakfast, lunch time and location, and dietary provision. | Optional |
| Advance schedule | What's shooting tomorrow, so departments can prep. | Optional |
How to make a call sheet
- 1
Start from the schedule
Take the scenes for the shoot day from your stripboard, in shooting order. Never rebuild the day from the script — that is where scene numbers and cast IDs drift out of sync.
- 2
Set the times
Fix general crew call, then work out shooting call and estimated wrap. Check yesterday's wrap against today's call for every individual to confirm turnaround is legal.
- 3
Fill cast from the Day Out of Days
Cast IDs, statuses and individual call times come from the DOOD. This keeps the call sheet consistent with what you have contracted people for.
- 4
Add location and safety detail
Full address, parking, unit base and nearest hospital. Flag stunts, SFX, minors and animals, and name the on-set first aider.
- 5
Check the page count
Total the eighths for the day. If the number is far above your average, the day is likely unshootable and better found now than at 7pm.
- 6
Distribute and confirm receipt
Send to the whole unit and track who has opened it. Chase individually rather than messaging everyone. If anything changes, reissue as a numbered revision.
Hard-won tips
- Number every revision and mark what changed — an unnumbered reissue is how half the unit ends up on the wrong version.
- Individual call times matter more than general call. Art and camera almost always pre-call, and putting one time on the sheet guarantees somebody is late or idle.
- Nearest hospital is not optional. Address and distance, on every sheet, every day.
- Send the next day's sheet before wrap where possible. Crew plan their evening and their commute around it.
- Keep cast IDs stable across the whole production. Renumbering mid-shoot breaks the DOOD and everyone's muscle memory.
FAQ
Frequently Asked Questions
- What must be on a call sheet?
- At minimum: production title and day number, date, general crew call, shooting call, estimated wrap, location address, parking, nearest hospital, scenes with page counts and cast IDs, a cast table with individual call times, a crew table by department, and safety notes.
- Who prepares the call sheet?
- Usually the 2nd Assistant Director, approved by the 1st AD and the production manager or line producer before distribution.
- When should the call sheet go out?
- Ideally before wrap on the preceding day, and no later than the evening before. Crew plan travel and rest around it, so late sheets cost you goodwill and punctuality.
- What is the difference between crew call and shooting call?
- Crew call is when the unit arrives on set. Shooting call is when camera is expected to roll — typically 30 to 60 minutes later, allowing for setup, lighting and rehearsal.
- How do I handle a change after sending?
- Reissue as a numbered revision and mark what changed. Never edit silently — people work from the copy they already downloaded.
- Do I need a call sheet for a small shoot?
- Yes. Even a two-person shoot benefits from a written call time, address and contact number. The format scales down; the function does not disappear.
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