How to Make a Call Sheet: Free Template and Examples

A call sheet is a one-page schedule for a single day of filming. It tells every person on the shoot where to be, when to arrive, what is being filmed and who to call if something goes wrong. If the script is the plan for the film, the call sheet is the plan for tomorrow.

This guide explains what goes on a call sheet, who makes it, and how to build one step by step. It includes a free template, a filled-in example and the mistakes that cause trouble on set. It pairs with the shot list guide, since your shot list is what tells you how long each scene on the call sheet will take.

What a call sheet is for

A call sheet does three jobs:

• It tells people when and where to show up. Different people are called at different times, so each person can find their own call time at a glance.
• It lays out the day. The scene order, the locations and the meal break are all in one place.
• It carries the safety and logistics information. Parking, the nearest hospital, weather and special warnings (stunts, minors, animals) all live here so nobody has to ask.

On a professional production the second assistant director writes it, and the first assistant director, production manager or producer approves it before it goes out. On a small shoot there may be no AD at all. In that case the producer, director or a production assistant builds it. Whoever does it, the format is the same.

What goes on a call sheet

Most call sheets share the same sections. You can add or remove some, but this is the standard set.

The header

• Production title, director and producer
• Date and day number, such as "Day 2 of 4"
• General crew call time and shooting call time
• Estimated wrap time and the planned meal time

Conditions and location

• Shooting location with a full address, plus parking and base camp instructions
• Weather forecast, plus sunrise and sunset times for exterior scenes
• The nearest hospital with its address and phone number

The scene schedule

• Scene numbers, a short description of each scene, and whether it is day or night
• Page count for each scene, normally written in eighths of a page
• Which cast members are in each scene
• Notes on special requirements, such as props, vehicles or effects

Cast

• Each actor's name, character and number (the lead is usually number 1, which lets the scene list refer to people by number)
• Individual times for pickup, hair and makeup, wardrobe and arrival on set

Crew

• Department, name, phone number and call time for each crew member

Notes

• Safety notices, such as stunts, weapons, working near traffic or working at heights
• Special instructions for the day, such as what to bring or where to eat
• An advance schedule that previews tomorrow's scenes

A free call sheet template

You can copy the layout below into any document or spreadsheet. If you would rather start from a file, download the template as an Excel spreadsheet. It also opens in Google Sheets.

PRODUCTION TITLE:            DIRECTOR:            PRODUCER:
DATE:                        DAY ___ OF ___
GENERAL CREW CALL:           SHOOTING CALL:       EST. WRAP:
LUNCH:                       SUNRISE:             SUNSET:
WEATHER:

LOCATION / ADDRESS:
PARKING / BASE CAMP:
NEAREST HOSPITAL (name, address, phone):

SCENES
Time | Scene | Set / description | D/N | Pages | Cast | Notes

CAST
No. | Actor | Character | Pickup | Hair / makeup | Wardrobe | On set

CREW
Department | Name | Phone | Call time

SPECIAL NOTES / SAFETY:

ADVANCE SCHEDULE (next day):

A filled-in example

Here is a sample for a fictional short film called Night Shift, shooting its second day in a diner. The names and numbers are made up so you can see how the pieces fit together.

Night Shift, Day 2 of 4

Item	Detail
General crew call	7:00 AM
Shooting call	8:00 AM
Lunch	12:30 PM
Estimated wrap	6:00 PM
Location	Maple Street Diner (full address and parking notes go here)
Nearest hospital	Name, address and phone go here

Scene schedule

Time	Scene	Set / description	D/N	Pages	Cast	Notes
8:00 AM	12	INT. DINER, counter	Day	1 3/8	1, 2	Main dolly move, rehearse first
10:00 AM	14	INT. DINER, booth	Day	2/8	1	Insert shots of the menu and coffee cup
12:30 PM		Lunch				45 minutes
1:15 PM	15	INT. DINER, kitchen	Day	4/8	2, 3	Use practical lights only, no open flame
3:30 PM	21	EXT. DINER, parking lot	Day	1	1, 3	Cones and a parking monitor needed

Cast

No.	Actor	Character	Pickup	Hair / makeup	On set
1	Actor A	Dana	6:15 AM	6:30 AM	7:45 AM
2	Actor B	Marcus	7:00 AM	7:15 AM	7:45 AM
3	Actor C	Waitress	11:30 AM	11:45 AM	1:00 PM

Notice that the cast are not all called at once. Actor C is only in two scenes, so there is no reason to have them wait around all morning. Staggered call times keep the day efficient and keep your actors fresh for their scenes.

How to make a call sheet, step by step

1. Lock the schedule for the day. A call sheet comes from the shooting schedule. Decide which scenes you are filming and in what order, using your shot list to estimate how long each one will take.
2. Confirm the location. Get the exact address, parking arrangements and the contact person for the site. If you need a permit, make sure it is in hand. The guerrilla filmmaking guide covers permits and safety on small shoots.
3. Set the shooting call, then work backwards. Pick the time the first shot should roll. Subtract setup time to get the crew call. Subtract hair, makeup and wardrobe time to get each actor's call.
4. Add the logistics. Parking, weather, sunrise and sunset, the meal plan and the nearest hospital.
5. Add the safety notes. Flag anything unusual: stunts, vehicles, children, animals, heights or night work. If you are working with minors, check your local rules on working hours before you set call times.
6. Add the advance schedule. A short preview of the next day helps departments prepare.
7. Review it with the director and producer. A wrong time or address on a call sheet causes real problems. One more pair of eyes is worth the minutes.
8. Send it the evening before and ask for confirmation. Email a PDF and message the group. Ask each person to reply to confirm they have seen it. People who have not replied are the people to call.

Tips for no-budget shoots

You do not need a professional AD to make a good call sheet. A few habits go a long way:

• Keep it to one page. Use a clear font and put call times where people can find them.
• Put your phone number at the top. Someone will be lost or running late. Make it easy to reach you.
• Say where to park and where to meet. On a location shoot, "arrive at 7" is not enough. Tell people exactly where to go.
• Include food and water. Say when lunch is and what is being provided. People work better when they know.
• Give a realistic wrap time. If the day will run long, tell people early.
• Reuse the template. Save one master copy and change only the day's details. It will take minutes, not hours.

Common call sheet mistakes

• Calling everyone at the same time. It wastes hours of paid or volunteer time. Stagger the calls.
• Leaving out the address or parking. Late arrivals often start with missing logistics.
• Forgetting the hospital. If someone is hurt, nobody wants to search for it.
• Scheduling too many scenes. If your day looks packed, it is. Use your shot list to count setups, not pages.
• Sending it too late. People need time to plan their day. Send it the evening before at the latest.
• Not updating it. If the schedule changes, send a revised call sheet clearly marked with the new version and time.

Tools for making call sheets

You can build a call sheet in a word processor or spreadsheet. Google Sheets and Docs are free and easy to share. Dedicated production tools, such as StudioBinder, Celtx and Movie Magic Scheduling, can generate call sheets from a schedule and send them to the cast and crew. Check each tool's current plans and prices before you commit. For a comparison, see our guide to pre-production software for filmmakers.

Final thoughts

A call sheet is a small document that does a lot of work. When it is clear, the crew arrives on time, nobody is confused about the plan, and you spend your energy on the film instead of on logistics. Build the template once, fill it in every night, and send it early. If you are planning the money side of your shoot too, read our film budgeting guide next.