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

In short: To create a call sheet for a film shoot, use a template listing the date and call time, locations, crew contacts, the day's shooting schedule, accommodation, transport and safety details, including the nearest hospital. Then send it as a PDF the evening before the shoot.

A call sheet is what keeps a documentary shoot running smoothly. Getting it right saves you from wasted hours, confused crew and missed shots.

Picture the day of your shoot. Your kit is ready and you've done your research. Then key crew turn up late or not at all, your interview subject isn't sure of the timing, and you're struggling to coordinate scenes. If that sounds familiar, you probably skipped the call sheet.

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

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, equipment, contact details, and logistics like parking and the nearest hospital.

It matters even more in documentary because shoots are unpredictable. Subjects cancel last minute, weather changes your plan and locations fall through. A good call sheet helps the crew stay organised, adapt to changes and make sure they have the right permissions.

Call Sheet vs Schedule: What's the Difference?

A call sheet is a day-to-day plan: specific interview times, locations, subjects and contingencies, so everyone is ready for that day's work.

The schedule gives a big-picture view of the whole documentary: major interviews, expected events, travel plans and post-production milestones.

In simple terms, the call sheet handles today and 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 it, working with the director and department heads to gather the details.

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

Free Documentary Call Sheet Template

To save you building one from scratch, I've designed a free call sheet template you can start using for your next shoot straight away.

What to Include in a Call Sheet

Every call sheet is different, but I've kept my template to a few key sections. Here's what each one covers.

1. Timing and Date

Add the filming date and the call time, which is when you want everyone on set. 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 feeding the crew is your responsibility) and wrap time (no more than 10 or 11 hours after call time).

Sometimes you'll have to shoot longer, but never plan 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

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

3. Crew Info

List everyone on set that day with their name, role and call time if it differs from the general one. If your second camera operator isn't needed until after lunch, write their start time. If it matches the general call time, just write "General".

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

4. Shooting Schedule

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 makes this section much easier to fill in.

5. Accommodation Info

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

6. Transport Info

Say how crew and subjects are getting to location. Is a taxi picking them up, or another crew member? Include the pick-up location, time and drop-off point so everyone is on the same page.

7. Safety and Emergency Info

Include the address of the nearest hospital and emergency contact numbers. If you're filming somewhere remote, 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

The bottom of the call sheet is for anything else: someone's birthday, a warning that the shoot might be cancelled if it snows, or a reminder about weather-sensitive equipment.

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 send them any earlier. Things are always changing, and multiple versions cause confusion.

You can (and should) put the call sheet together earlier in the day, but wait until you've wrapped before sending it. That way you can add any shoots you missed or anything that shifted.

Send it as a PDF so the formatting stays clean on every device. Put the most important details, like call time and location address, in the email body too, so crew can see them without opening the attachment.

Common Call Sheet Mistakes to Avoid

These are the mistakes I see most often:

• Missing or wrong contact numbers. If a crew member gets lost on the way and can't reach anyone, the whole schedule slips.
• Vague location addresses. "The field near the church" doesn't cut it. Use full addresses with GPS coordinates or a Google Maps link.
• No nearest hospital listed. It 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 shoots depend on it, and crew need it to plan clothing and equipment protection.
• No parking info. Crew arriving with heavy gear need to know exactly where to park.

When you're planning your documentary budget, remember that crew overtime from poor planning is one of the fastest ways to blow it. And if you're new to documentary, my complete guide to making a documentary walks you through the whole process.

When everyone knows where to be, when to be there and what to bring, your shoot day is free for the filming itself.

Frequently Asked Questions

What should a call sheet include?

The date and call time, filming locations with addresses, a shooting schedule, a crew list with contact numbers, transport details, accommodation info if you're filming away, safety information including the nearest hospital, and any additional notes. Anyone reading it should know 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 it. 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 it quick.

What does a call sheet look like?

It's typically a one or two page document, as a PDF or printed. The production title, date and general call time sit at the top, with sections below for locations, crew list, shooting schedule, transport and safety. My free call sheet template shows exactly how one is laid out.

How far in advance should you send a call sheet?

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