The call sheet is one of the most essential documents in film production. It tells your crew where to be, when to be there, and what’s happening that day. A clear, accurate call sheet keeps the entire production running smoothly — while a sloppy one can lead to confusion, late calls, and unnecessary stress.
Whether you’re a seasoned 1st AD or building your first template, these are the fundamentals of a professional, reliable call sheet.
CALL SHEET DO’S
1. Include key contact information.
At minimum, list phone numbers for the Production Coordinator, Assistant Directors, and Location Manager. These are the people crew will contact first when something goes wrong — a missed shuttle, a locked gate, or a medical issue. A call sheet without these numbers is asking for chaos.
2. Always list shuttle details.
Not everyone drives. Crew often rely on shuttles or vans from basecamp or parking. Include pickup times, shuttle contact numbers, and parking locations near the top of the sheet. Nobody should be digging through a separate email to figure out how to get to set.
3. State lunch and estimated wrap.
You’d be surprised how many call sheets skip these two things. Lunch and wrap time help crew pace their day, plan meals, and prepare for long hours. If you don’t know the exact time, at least include “TBD” or “approximate.” Anything is better than silence.
4. Include both digital and print-friendly maps.
Some people print the call sheet; others view it on their phone. Cover both bases. Include embedded links for Google Maps or Waze and a static image of the map or directions. A well-placed map saves everyone time (and production money) when someone inevitably gets lost.
5. Send it as a locked PDF.
Never send an editable document like a Word or Excel file. They look unprofessional, display inconsistently, and can be altered by accident. PDF is standard because it preserves formatting, works on every device, and can’t be easily changed.
6. Add invoicing and payroll information.
Crew shouldn’t have to chase down how to get paid. Add a note at the bottom explaining who handles invoices, what email to send them to, and how to label them (e.g., “ProjectName_Department_Name_Date.pdf”). You’ll save yourself dozens of emails later.
7. Proofread every line.
One wrong digit in a call time or one mistyped address can derail an entire morning. Double-check spelling, times, and contacts before sending. Then have someone else — ideally another AD or the Coordinator — review it before it goes out.
CALL SHEET DON’TS
1. Never include personal information for talent.
Do not list home addresses or personal contact info for cast members. This is a serious breach of privacy and could violate union rules. Only include their call time and holding/transportation details.
2. Don’t list every crew member’s contact info.
The call sheet is not a directory. Only essential contacts (ADs, Coordinator, Locations, Transport, Medic, etc.) belong here. Distribute a separate crew contact list early in the shoot for internal communication — it doesn’t need to be on every call sheet.
3. Avoid clutter and gimmicks.
The call sheet isn’t a design project. Don’t crowd it with emojis, cutesy icons, or massive images. The project logo and maybe a small weather graphic are fine — but clarity always beats decoration.
4. Don’t cram text into tiny boxes.
If you need to shrink the font below 10pt just to make it fit, your layout needs work. Key info — call times, addresses, weather, special notes — should be legible at a glance, even on a phone.
5. Don’t build it in Excel.
There’s no polite way to say this — Excel call sheets look terrible and print worse. Use a proper template built in Word, Google Docs, or a professional tool like SetHero, or your own custom PDF form. Format should serve function, not fight it.
6. Don’t overload with irrelevant details.
Keep it to what matters for that day: schedule, contacts, maps, weather, safety notes, and special instructions. If something only affects one or two people (like a department meeting or wardrobe note), send it separately. The call sheet is for the entire crew.
7. Don’t blast one mass email to everyone.
Send separate versions to the crew, cast, and background. Cast and extras don’t need access to private crew info. Be mindful of who’s CC’d and who gets which file — professionalism and privacy matter.
Final Thoughts
A great call sheet isn’t about design flair — it’s about communication. It’s the AD’s way of saying, “I respect your time and want you to succeed.” Every department depends on the information you provide.
Take the time to make it clean, clear, and accurate. Your crew will notice — and they’ll thank you for it.
Recommended Tools & Templates
If you want to build better call sheets without starting from scratch, here are a few trusted options:
- Free Call Sheet Template – Download a clean, ready-to-use call sheet built by real working Assistant Directors.
- Filmmaking Document Tool Kit (10 Templates) – Includes production reports, crew sign-in sheets, time logs, and more — everything you need to stay organized on set.
