As a producer, you may not be the person responsible for creating a service sheet… But as a producer, you need to know how to create one. However, if you’re reading this, it’s likely that you are the person in charge of creating it. Knowing how to create a service sheet allows you to better understand the expectations of each member of the technical team on a day-to-day basis.
If your production is starting to fall behind schedule, the service sheet may be to blame. Something as insignificant as providing incorrect parking instructions – a key piece of information on all production service sheets – can quickly derail a project.
We are going to explain everything you need to know about production service sheets, including their definition, content, where to obtain them, and common mistakes to avoid. So, let’s dive in!
What is a Service Sheet?
A service sheet is a daily production document that clearly outlines what actors and the technical team need to know for the shooting day.
Generally, it is written by the 1st assistant director or someone from the AD department if it’s a large-scale production, and is sent out each evening with information regarding the next day’s shots. On smaller shoots, or even for photoshoots, the production coordinator or production office assistant may be responsible for creating the service sheet. It really depends on the production.
Download a Free Service Sheet Template
At Crawlan.com, we understand that you have a thousand other things to think about, so having access to one of the most essential production documents seemed like a no-brainer. You can customize this free service sheet template to fit your production needs.
Now let’s get into the nitty-gritty.
How to Create a Service Sheet?
As any service sheet template will quickly show you, it is a document rich in information. So, while it may not be the most glamorous part of a production, knowing how to create a service sheet is essential to ensure that each day runs smoothly.
We will go through different types of service sheets, such as service sheets for film, television, photoshoots, etc., in a moment. But here are the key elements you will always have on a service sheet, regardless of the production type.
To guide us through the process, we will use an example service sheet that we have created. You can download it now to follow along with us.
1. Add the Production Title
People work on different projects all the time. Make sure your project’s name is at the top. It may seem obvious, but it’s so obvious that people can forget.
Most service sheet templates will have a prominent place for the production title, just to make sure everyone knows exactly which project they should show up for.
2. Add Contact Information
Contact information can vary from one service sheet to another, but generally, the contact details of key personnel involved in the shoot can be found alongside their logo (if applicable) or separately from the list of casting and technical team call times.
Who are these key people? That depends on the production. But for a film shoot, it may include the executive producer(s), but definitely the on-set producer(s), the executive producer, the director, and the 1st assistant director. For photoshoots, you may see the name of a producer with a coordinator or production manager. Additionally, you will likely see multiple agency contacts listed (if applicable), as well as the client’s logo.
3. Include General Team Call at the Top
What is a service sheet? Well, the name itself alludes to the most important part – calling the relevant people to set!
As a general rule, service sheet templates for films will have at least two mentions of the team call – a general call and then individual call times if different (which is usually the case for casting).
The team will generally be asked to show up at least one hour before the actual start of shooting because it takes more time than you think to set up cameras, lighting equipment, and sound equipment. The general team call may vary from one department to another. That’s why it’s called a “general team call.”
On this example service sheet, the general team call is at the top, with individual call times listed below. We’ll get into that in the next section.
4. Add the Casting and Team List with Individual Call Times
Every cast member who needs to be on set for a specific production day will be listed on that day’s service sheet. On this example film service sheet, this list is in the center of the document.
In addition to the actors’ names, there will be their character names, individual call times, and where they need to go when they arrive on set. It’s common for a service sheet to indicate that actors should go to hair and makeup at their individual call time.
While the team relies on service sheets to know exactly when to show up for a given production, service sheets are just as important for actors. Some team members may need to arrive earlier or later than the general team call.
This will be specified next to their individual names. For example, if the general team call is at 7:30 AM, the director may not have to show up until 8:00 AM, while production assistants might be there exactly at the general team call, and some key lighting team members may have an even earlier call to allow them time to prepare their complex setup.
5. Add the Day’s Shooting Schedule
To a large extent, the answer to what is a service sheet can simply be answered as “it’s a schedule.” A schedule of each scene to be shot that day. On this example film service sheet, that schedule is indicated just above the section containing casting information.
A brief description of each scene is given with the corresponding scene number from the film’s script, the individual actors required for each scene, an indication if it’s a day or night scene (D/N), and the scene duration according to the script.
6. Include all Other Shooting Details
Finally, we have all the other crucial details on a service sheet that actors and the technical team need to know each day. Such as…
- Date and DOOD: If you have ever worked on a film set, you know how days can blur together. That’s why mentioning the date and the DOOD (day out of days) on a production service sheet is necessary. DOOD reports are often independent, but in the service sheet schedule, you might see something indicating SWF or Start-Work-Finish, which indicates that the actor is required for a single day of shooting.
- Shooting Location(s): Just like the team call, it’s essential to have the locations clearly indicated to avoid any mistakes. The last thing you want is for your director of photography or lead actor to call you from the wrong place. The day’s location is indicated at the top of the service sheet. Sometimes, especially if there are team moves, the location may also be indicated in the schedule section of the service sheet.
- Parking: This is very important! Especially if you’re shooting in an area with limited parking spaces, like downtown Los Angeles. The last problem you want is for people to arrive late just because they can’t find parking. On this example service sheet, parking information is indicated at the top.
- Weather: Of course, you can’t do anything about the weather, but it’s nice to give everyone a heads up. Here, we have the weather indicated in the top right corner.
- Nearest Hospital: Safety should always be a priority on a film set, but accidents can happen. In addition to having an easily accessible first aid kit, indicate the nearest hospital for each location. On this example service sheet, hospital information is also indicated at the top.
- Team Moves: If it’s a shoot that changes location every day, it’s actually a logistical dream come true. Compared to days that involve multiple moves in one day. But of course, that’s the reality of many productions. So there will be some mention somewhere on the service sheet, probably at the top, of the team move time. This may vary depending on the service sheet. It may also appear in the schedule section of the service sheet.
What are the Different Types of Production Service Sheets?
A multimillion-dollar blockbuster and a one-day web series will likely require different service sheets. Most of the time, the differences lie in the specific details required for each individual production type.
For example, a service sheet for a photoshoot will probably have a less complex shooting schedule than a project with many scenes. But a service sheet for a photoshoot may also require more attention to your client. Should their logo and name be the largest on the service sheet? Because that’s what they should be. So, while the general idea of a service sheet is the same – to get people to set – each type has its particular considerations.
1. Film Service Sheets
The question of how to create a service sheet for a film has been extensively covered in the majority of the above content. But it’s important to keep in mind that if your project’s scale is significant, you may want the help of a service sheet generator or service sheet software. We’ll cover these resources in a moment.
Another option is simply asking someone. You don’t need to reinvent the wheel when it comes to creating a film service sheet. Just reach out to a colleague, and they will likely have a film service sheet to provide you.
2. Television Service Sheets
The core components of service sheets for most TV shows remain the same. But how to create a service sheet for television differs slightly from creating a service sheet for film.
In essence, don’t forget to include all relevant information related to the production title when filling out a service sheet for a TV show. Apart from the title itself, you will need to add the season and episode number.
Outside of that, the information for service sheets for television is very similar, with sections for the shooting schedule, casting list, team call, etc.
3. Music Video Service Sheets
Don’t overlook the importance of a service sheet when shooting a music video. Even if you’re keeping it simple with one location and a small crew, they need to know what’s going on. Everything remains the same regarding the production title, call times, etc. But just like with photoshoots or commercial productions, make sure your client (the band, the label, etc.) is showcased with a larger logo or font size above your production company’s name.
4. Photoshoot and Commercial Production Service Sheets
While photoshoot service sheets may not have a section for different scenes to be shot, they will have a section for different setups and even crew moves. Even if you’re shooting at a single location all day, you may have different talents called in at different times or the same talent getting makeup done in different ways. You may also have many other considerations depending on the type of shoot. As mentioned before, the client’s name or logo should be the largest on the service sheet – ultimately, you aim to please them. Start off on the right foot and make it the central element. At least on paper 😉
What are Common Mistakes in Service Sheets?
Learning how to create a service sheet is as much about knowing what not to do as it is about knowing what to do.
Try to avoid some of these common mistakes when creating a service sheet.
1. Not Proofreading Your Service Sheet
Oops. Imagine misspelling your star’s name. Or worse, providing the wrong call time for the technical team. You can now imagine how even the smallest error on your production service sheet can be devastating. So, proofread!
2. Not Double-Checking Daily Details
As mentioned, days can quickly blur together on a shoot. So, it’s very easy to forget to change the location or weather if it has been the same for several days in a row. But you must do it! Otherwise, you’ll probably find out that the one day you didn’t bother to check was the day you should have. And believe me – people will let you know.
3. Sending More Than One Service Sheet per Day
Perhaps your service sheet was sent out with the wrong call time or an outdated location indicated. In that case, sending a revised version may be necessary, but be prepared for calls, text messages, emails, and skywriting messages about it.
People easily get confused. They know the process involves only one service sheet per day for a photoshoot, film, or TV show. So when you give them more than that, chaos can ensue. How to avoid this? Use tips #1 and #2. And wait until later in the day to send your service sheet, so any unexpected changes, like a legitimate new call time or updated information, can be added before it’s sent out to everyone via email.
4. Not Backing Up Your Service Sheet
We’re not just talking about saving your service sheet on your computer. We mean grabbing that USB stick to back it up or sending it via email to ensure that if your computer meets a horrible fate, you still have a copy somewhere. If you’re using specific service sheet software or Wrapbook, you can securely store your service sheet to avoid this. Because let’s be real… no one wants it to happen, but it can, and you need to be prepared.
What Resources Make Creating and Using Service Sheets Easier?
Tip: You should never have to pay for a service sheet template. Not only are there multiple service sheet software options available, but you can also create your own if you’re really in a bind.
1. Service Sheet Software
There are countless options to find a program that suits your service sheet needs. Intuitive software allows you to enter production-specific information with ease.
2. Service Sheet Templates
If you prefer to stick to familiar interfaces, don’t worry. How to create a service sheet in Excel is extremely simple because there’s a ready-to-use service sheet template! Our template is also available as a Google document.
3. Wrapbook
Oh, by the way, did we mention that Wrapbook can also help you with your service sheet needs? Here are some key points.
If you already use Wrapbook for your payroll, you can export your casting and technical team’s contact information from Wrapbook to an Excel sheet. You can create your service sheet from there or drop it into our template.
You can also store any service sheet you have on our platform and send it to your casting and technical team with just one click. Easy!
Conclusion
Whether you’re tasked with creating a service sheet or not, knowing what should be included is essential for a successful shoot.
What we’ve laid out aims to make an otherwise tedious process a little more seamless so you can focus on production. So, if you haven’t already, download our service sheet template. And if you’re already a Crawlan.com user, learn how to export your casting and technical team’s information from the software to your service sheet of choice, or even to other software like Endcrawl to help you create your end credits.
Happy shooting!
