How to Write Clear Call Sheet General Notes to Keep Your Crew Aligned
Discover the best practices for writing call sheet general notes and special instructions. Learn what details to include, how to format them for mobile readability, and how Easy Call Sheets streamlines production coordination.
As an assistant director or production coordinator, you know that the grid of times and scenes only tells half the story. The real friction points on a shoot day usually come from logistics: parking rules, location restrictions, weather safety, or wardrobe needs. This is where the call sheet general notes, often labeled as special instructions or remarks, become your most powerful communication tool. Writing clear, actionable notes keeps your crew aligned and keeps your set running smoothly.
What to Include in Your Special Instructions
The general notes section should only contain information that affects the entire production or requires immediate attention. If a note only applies to one person, contact them directly. Focus your call sheet general notes on these high-priority categories:
- Location and Parking Rules: State clear directions for parking, shuttle times, or gate codes. If the basecamp is different from the set, make that distinction clear.
- Safety and Weather Precautions: Note any hazardous conditions, safety gear requirements, or extreme weather warnings. For instance, if you are shooting outdoors, remind the crew to bring sunscreen or cold weather gear.
- Set Policies: Remind the cast and crew about closed set rules, social media bans, or security protocols.
- Emergency Information: Include the name and address of the nearest 24-hour emergency room, even if it is listed elsewhere on the page.
Formatting Notes for Fast Reading on Set
Crew members rarely read long blocks of text on set. They are scanning their phones under pressure between setups. To make your call sheet general notes readable, use short bullet points instead of long paragraphs. Be extremely specific with your directions. For example, instead of writing "park carefully," write "park only on the north side of the main lot."
Many coordinators use complex production management platforms like StudioBinder to generate these sheets, but full-suite software can be overkill for fast-paced commercial videographers, indie filmmakers, and corporate content teams. If you need a clean, professional call sheet out in minutes without the learning curve of a massive platform, Easy Call Sheets is built specifically for speed. You get essential features like automated weather forecasts and file attachments without the spreadsheets or manual formatting.
Streamlining Your Distribution and Confirmations
No matter how well-written your call sheet general notes are, they are useless if your crew does not read them. Traditional workflows require you to build call sheets in Excel, export them to PDF, email them, and then spend hours chasing confirmations via text messages. Easy Call Sheets eliminates this stressful night-before process.
When you build your call sheet, the system automatically emails it to your crew. Cast and crew members can view the shareable link in a browser, see the general notes and attachments, and confirm or decline attendance with one tap without creating an account. You can track confirmations in real-time from a live dashboard, and the platform can even send SMS crew notifications and automatic reminders to anyone who has not responded.
Ready to simplify your production coordination? Sign up for a free account at Easy Call Sheets and send your next call sheet in under two minutes.