How to Create a Call Sheet for Film (Free Template)

A call sheet is what helps a documentary shoot run smoothly, and learning how to create a call sheet properly will save you from wasted hours, confused crew, and missed shots.

Imagine this: it's the day of your documentary shoot. Your equipment is ready, you've done your research, and you're buzzing with excitement. But as the day progresses, chaos ensues. Key crew members show up late or not at all, your interview subject is unsure about the timing, and you're struggling to coordinate scenes. The magic of the moment is fading fast. Sounds familiar? If you're nodding, it's likely you've skipped a key step - the call sheet.

I've been there myself. On one of my early documentary shoots, I thought I could keep everything in my head. I couldn't. That day cost me important shots that I never got back. Since then, I've used a call sheet on every single production, from small solo shoots to full crew days on BAFTA-nominated projects. Here's exactly how to create one.

Table of Contents

• What is a Call Sheet?
• Call Sheet vs. Schedule
• Who Creates the Call Sheet?
• Free Call Sheet Template
• What to Include in a Call Sheet
• When to Send Call Sheets
• Common Call Sheet Mistakes to Avoid
• FAQ

What is a Call Sheet?

A call sheet is a daily document that tells your cast and crew everything they need to know about the next day's shoot. It lists interview times, locations, subjects, needed equipment, contact details, and logistics like parking and the nearest hospital.

For documentary filmmakers, the call sheet is especially important because shoots are unpredictable. Subjects cancel last minute. Weather changes your plan. Locations fall through. A good call sheet helps the crew stay organised, adapt to unexpected changes, and make sure they have the right permissions. In short, it's the roadmap that keeps a documentary shoot on track.

Call Sheet vs. Schedule: What's the Difference?

In documentary filmmaking, call sheets and schedules take on nuanced roles tailored to the unpredictable nature of the genre. A call sheet is a day-to-day blueprint, detailing specific interview times, locations, subjects, and potential contingencies, ensuring everyone is prepped for the day's tasks.

The schedule, on the other hand, offers a big-picture view of the entire documentary's timeline. It captures broader goals like major interviews, anticipated events, travel plans, and post-production benchmarks.

In simple terms: the call sheet handles today. The schedule handles the whole project. You need both, but the call sheet is the one your crew actually reads every day.

Who Creates the Call Sheet?

On larger productions, the assistant director (AD) or production manager usually creates and sends the call sheet. They work with the director and department heads to gather all the details.

On smaller documentary shoots, the director or producer often does it themselves. If you're a solo documentary filmmaker, that means you. It takes 15 to 30 minutes per shoot day once you have a template, and it's time well spent.

Free Documentary Call Sheet Template

I've designed a free call sheet template to help save you time so you can get started planning your shoot straight away without having to create your own:

What to Include in a Call Sheet

Every call sheet is different, but in the template I've created, I've simplified it down to seven key sections. Here's what each one covers and why it matters:

1. Timing and Date

This is where you add the date you're filming and the call time, which is when you want everyone on set ready to start. Call time doesn't mean filming starts. It means being on set, ready to set up.

Then add breakfast (usually an hour before call time), lunch (5 or 6 hours after call time, and it's your responsibility to feed the crew), and wrap time (no more than 10 or 11 hours after call time).

There will be times when you have to shoot longer, but never aim for it unless you're switching crew. Look after your people and give them enough rest. If you film longer than 11 hours, you're expected to pay overtime, which gets expensive fast.

2. Location Info

Write down your unit base (where crew can use the bathroom, charge batteries, and have lunch). If you're filming in the wilderness, you make do.

List the filming locations for that day, the address, parking details, and any notes the crew needs. Things like where toilets are, or that the neighbour's dog shouldn't be patted. Include a map link or GPS coordinates if the location is hard to find.

3. Crew Info

List every crew member on set that day with their name, role, and specific call time (if different from the general call time). For example, if your second camera operator isn't needed until after lunch, write down their specific start time. If their call time matches the general one, just write "General."

Include mobile numbers so anyone can be contacted in a hurry.

4. Shooting Schedule

This is where you write down what you plan to film and when, using the overall production schedule as a reference. Include scene descriptions, interview subjects, and estimated timings. A clear documentary script will make this section much easier to fill in.

5. Accommodation Info

Only relevant if you're filming away from home. Include the address of where the crew is staying, contact details for the accommodation, and any notes like "no check-in before 5 pm."

6. Transport Info

Write down how crew and subjects are getting to location. Is a taxi picking them up? Is another crew member collecting them? Include pick-up location, time, and drop-off point. This keeps everyone on the same page.

7. Safety and Emergency Info

Include the address of the nearest hospital and emergency contact numbers. If you're filming in a remote area, note the nearest medical centre and how long it takes to reach. List anyone on the crew who is first-aid trained. This matters more than most people think until something goes wrong on set.

8. Additional Notes

There's a section at the very bottom of the call sheet for anything else. Things like someone's birthday, the fact that the shoot might be cancelled if it snows, or a reminder about weather-sensitive equipment. These details don't fit elsewhere but are still important.

When to Send Call Sheets

Call sheets are usually emailed to the crew and subject the afternoon or evening before the shoot. I wouldn't recommend doing it any earlier because things are always changing, and sending multiple versions causes confusion.

Wait until you've finished filming for the current day before sending the next day's call sheet. That way you can add any shoots you missed or anything that shifted. You can (and should) put the call sheet together earlier in the day. Just hold off on sending it until you've wrapped.

Send it as a PDF attachment so the formatting stays clean on every device. Put the most important info (call time, location address) at the top of the email body too, so crew can see it without opening the attachment.

Common Call Sheet Mistakes to Avoid

After years of creating call sheets for documentary productions, here are the mistakes I see most often:

• Missing or wrong contact numbers. If a crew member can't reach anyone when they're lost on the way to location, the whole schedule slips.
• Vague location addresses. "The field near the church" doesn't cut it. Use full addresses and include GPS coordinates or a Google Maps link.
• No nearest hospital listed. This feels optional until you need it. Always include it.
• Sending the call sheet too early. Plans change. Send it the evening before, not two days ahead.
• Forgetting the weather forecast. Outdoor documentary shoots depend on weather. Include the forecast so crew can plan wardrobe and equipment protection.
• No parking info. Crew arriving with heavy gear need to know exactly where to park. Don't skip this.

Frequently Asked Questions

What should a call sheet include?

A call sheet should include the date, call time, filming locations with addresses, a shooting schedule, crew list with contact numbers, transport details, accommodation info (if filming away), safety information including the nearest hospital, and any additional notes. The goal is that anyone reading it knows exactly where to be, when, and what to bring.

Who creates the call sheet in film?

On large productions, the assistant director (AD) or production manager creates and distributes the call sheet. On smaller documentary shoots, the director or producer usually handles it. If you're a one-person crew, it's on you, but a good template makes the process quick.

What does a call sheet look like?

A call sheet is typically a one or two page document (PDF or printed). At the top you'll find the production title, date, and general call time. Below that are sections for locations, crew list, shooting schedule, transport, and safety info. Grab my free call sheet template to see exactly how one is laid out.

How far in advance should you send a call sheet?

Send it the evening before the shoot day. This gives crew enough time to prepare without the risk of information going stale. If plans change after you've sent it, send a clearly marked revision so no one uses the old version.

Start Planning Your Next Shoot

A well-made call sheet isn't just a list. It's what separates a smooth documentary shoot from a stressful one. By making sure everyone knows where to be, when to be there, and what to bring, you're setting your film up to succeed.

If you're new to documentary filmmaking, start with my complete guide to making a documentary and pair it with a solid call sheet from day one. And if you're planning your documentary budget, remember that crew overtime from poor planning is one of the fastest ways to blow it.

Grab my free call sheet template and start your next shoot organised.