How to Make a Call Sheet: What to Include, Example and Free Generator
By Gireesh Shanbbhag, Actor | Filmmaker | Screen Writer | Editor · Published 2026-10-20
Quick answer: A call sheet is a one- or two-page document sent the evening before each shoot day that tells cast and crew when and where to report. It lists the production and date, general crew call time, location addresses with map links and parking, scenes to be shot with page counts, cast with pickup, makeup and on-set times, department notes, weather with sunrise and sunset, the nearest hospital and key contacts. The 2nd AD prepares it from the shooting schedule and the 1st AD approves it.
Key takeaways
Send the call sheet the evening before — after the day's wrap, once the next day is confirmed.
Safety information (nearest hospital, emergency contacts) is mandatory, not optional.
Individual call times matter more than the general call for cast.
Include the advance schedule for the next day so departments can prepare.
What should a call sheet include?
Header: production title, shoot day number ("Day 7 of 22"), date, director, producer, 1st AD.
General crew call, breakfast time, shooting call and estimated wrap.
Weather: forecast, sunrise and sunset times (critical for exteriors).
Locations: full addresses, map links, parking, base camp, unit base.
Scenes: scene numbers, headings, INT/EXT, day/night, synopsis, page count in eighths and cast IDs, in shooting order.
Cast: cast ID, actor and character name, pickup time, makeup/hair call, on-set call.
Background and stand-ins: numbers, call times, wardrobe notes.
Department notes: special props, vehicles, animals, SFX, stunts, equipment from the breakdown.
Safety: nearest hospital with address and phone, safety notes for stunts or water work.
Contacts: production office, 1st AD, 2nd AD, location manager, unit production manager.
Advance schedule: scenes planned for the next day.
Example: the top of a call sheet
THE LAST BUS — Day 7 of 22 — Saturday, 18 Oct 2026
Crew call 6:30 AM · Shooting call 7:30 AM · Est. wrap 7:00 PM
Weather: Partly cloudy, 27°C · Sunrise 6:17 · Sunset 18:01
Location: Old KSRTC Depot (address, map link) · Parking: Gate 2
Nearest hospital: (name, address, phone)
Scenes: 31 EXT. DEPOT - DAY 2 3/8 (1, 2) · 32 INT. BUS - DAY 1 4/8 (1, 4) · 35 EXT. DEPOT - DUSK 6/8 (2)
Who prepares the call sheet and when?
The 2nd assistant director drafts it from the shooting schedule, the 1st AD reviews it, and the production office sends it the evening before, once the day's work is confirmed. If the plan changes, send a revised call sheet clearly marked with a version and time.
Common call sheet mistakes
Missing or wrong hospital information.
Giving cast only the general crew call, causing long waits in makeup.
No map link or parking details for remote locations.
Sending it too late for crew to plan travel.
Scene list that doesn't match the latest script revision colour.
Do small shoots need a call sheet?
Yes. Even a two-person short film benefits from one page with times, address, scenes and an emergency contact. It prevents the most common problem on indie sets: people arriving at different times in the wrong place.
Generate a call sheet from your schedule
Kathe Kaara's call sheet generator builds the day's sheet from your stripboard — scenes, cast and locations — and adds weather, sunrise/sunset and hospital information, with a crew and cast contact database and calendar sync (Google Calendar or ICS) so everyone has the day in their phone.
Frequently asked questions
What is a crew call time?
The time most of the crew must report to set. Individual departments and cast may have earlier or later calls.
How many pages is a call sheet?
Usually one or two pages, front and back.
Should actors' phone numbers be on the call sheet?
Generally no. Keep personal contact details in a protected contact list and share only what each person needs.
What is the advance schedule on a call sheet?
A preview of the next day's scenes so departments can prepare in advance.
Cover photo: Film crew on set following the day's call sheet — by Brands&People on Unsplash.