A Step-by-Step Guide to Writing a Daily Production Report for Film

This record allows for future analysis, helps settle disputes, and is crucial for insurance claims. The report should include:

• General Information: Project title, date, location, weather conditions.

• Call Sheet Information: Call times, scenes shot, and any deviations from the schedule.

• Production Activity: Detailed notes on each take, camera angles, and any technical issues.

• Crew and Cast: Attendance, hours worked, and any specific notes about performance or behavior.

• Equipment and Resources: A record of all equipment used, including any malfunctions or damages.

• Safety and Incidents: Documentation of any accidents, near misses, or safety meetings.

• Notes and Comments: Any additional observations or issues that arose during the day.

The primary responsibility for compiling the daily production report typically falls to the 2nd Assistant Director (2nd AD), or in some productions, the Production Coordinator. The 2nd AD is strategically positioned to gather information from all departments, as they are constantly communicating with crew members, tracking schedules, and overseeing on-set logistics. Their role allows them to capture the nuanced details that are crucial for a comprehensive report. To learn more about crew roles, read our film crew heirarchy.

Step 2: Gathering the Essential Information

Accurate reporting starts with thorough information gathering. This involves constant communication with all departments. The Assistant Director is often responsible for overall tracking, but input from the camera, sound, lighting, and art departments is essential. Make sure to:

• Maintain a clear line of communication with all department heads.

• Use digital tools or spreadsheets to track information in real-time.

• Take detailed notes throughout the day, rather than relying on memory.

• Photograph and video any incidents or equipment issues for visual documentation.

Step 3: Detailing the Production Activity

This section goes beyond simply listing scenes shot. It's about capturing the specifics of each take. For example, note the take number, camera angles, lens choices, and any performance notes. If you're working on a VFX-heavy production, meticulously record plate shots, reference footage, and on-set data. This level of detail is critical for post-production and helps ensure continuity.

Step 4: Tracking Crew and Cast Details

Beyond simple attendance, document any specific notes about crew dynamics or cast performance. If someone worked overtime, note the reason. If there were any issues with behavior or performance, record them objectively. This section is also vital for payroll and labor compliance. Accurate logging of crew and cast details is vital for adherence to union contracts and industry resources, as found on SAG-AFTRA's contract and industry resources page.

Step 5: Logging Equipment and Resource Usage

This section is crucial for asset management. Record all equipment used, including serial numbers and condition reports. Any malfunctions or damages must be documented thoroughly. This helps prevent future disputes and ensures that equipment is properly maintained.

Step 6: Documenting Safety and Incidents

This section demands meticulous attention. Record any accidents, near misses, or safety meetings. Even seemingly minor incidents should be documented. Detailed photographic or video evidence is crucial. This helps protect the production and ensures compliance with safety, such as those set forth by The Occupational Safety and Health Administration (OSHA).

Step 7: Adding Detailed Notes and Comments

This is where your experience shines. Use this section to record any observations or issues that arose during the day. This could include potential problems with locations, weather, or crew dynamics. These notes can be invaluable for future planning and problem-solving.

Step 8: Reviewing and Distributing the Report

Once the report is completed, its distribution is paramount. It's not merely an archival document; it's a tool for immediate action and future reference. The 2nd AD, or the designated production office personnel, will distribute the report to key stakeholders, which include:

• Producers: For overall project oversight, budget tracking, and legal compliance.

• 1st Assistant Director (1st AD): For scheduling adjustments, continuity tracking, and on-set management.

• Department Heads (Camera, Sound, Lighting, Art, etc.): For departmental accountability, equipment tracking, and resource management.

• Production Accountant: For financial tracking, payroll, and budget analysis.

• Legal Counsel and Insurance Representatives: For risk management, compliance, and potential claims.

• Post-Production Supervisors: For continuity, VFX tracking, and editorial considerations.

The report serves as a reference for the following day's call sheet, highlighting any outstanding issues or schedule adjustments. It also forms a crucial part of the production's historical record, aiding in post-production analysis and future project planning. Finally, these reports are often kept for several years, as they can be requested in the event of legal disputes, or during an insurance investigation.

Wrap-Up: Learning and Adapting

The daily production report is a living document. Use it to learn from each day's experiences and adapt your processes accordingly. Regularly review past reports to identify trends and potential areas for improvement.

By following these steps, you can create a comprehensive and accurate daily production report that protects your production and ensures its success.