Chapter 2 – Writing callouts and case notes that show thinking

Chapter 2: Writing Callouts & Case Notes That Show Thinking

Created by Sarah Choi (prompt writer using ChatGPT)

Writing Callouts & Case Notes that Show Thinking

For Costume Concept Artists in Concepting and Production
(Portfolio, Careers & Ethics – Targeted portfolios, communication, contracts)

1. Why Your Words Matter as Much as Your Lines

As a costume concept artist, you’re trained to communicate through shape, silhouette, and color. But in a studio pipeline, your words—the callouts and case notes you attach to your images—can be just as important as your drawing skills.

Recruiters, art directors, and production partners are not only asking, “Can this person paint?” They’re also asking:

“Does this artist understand how costumes work in a real game or film pipeline?”
“Can they explain decisions clearly to character art, rigging, wardrobe, marketing, and producers?”
“Are they trustworthy with contracts, NDAs, and cross‑team communication?”

The way you write callouts and project notes in your portfolio is often the only evidence they have of your thinking and your professionalism. Well‑written notes can:

Turn an attractive image into a hireable solution.
Show you understand constraints (performance, rigging, accessibility) without needing a meeting.
Demonstrate ethical awareness about credit, NDAs, and sensitive information.

This article focuses on how to write callouts and case notes that show thinking for both concepting‑side costume artists and production‑side costume artists, and how to use those notes strategically in targeted portfolios to support your career and uphold good ethics.

2. Who You’re Talking To When You Write

Before writing a single callout, it helps to remember who will be reading your notes.

2.1 Recruiters and Talent Partners

Recruiters may not be artists, but they are trained to spot signals of professionalism:

Clear, concise notes show you can communicate across disciplines.
References to constraints (budget, rigging, readability) show you understand production reality.
Ethical disclaimers or credits show you understand contracts and NDAs.

Your notes don’t need to be technical essays; they just need to quietly prove you’re a safe and thoughtful hire.

2.2 Art Directors and Lead Artists

Art directors look for:

Evidence of design thinking—why you chose a silhouette, color scheme, or motif.
Awareness of style rules and how you’ve obeyed or bent them.
Understanding of faction language, role readability, and narrative beats.

Your callouts are how they see your thought process without sitting over your shoulder.

2.3 Production Partners (Character Art, Rigging, Wardrobe, Tech Art)

For these teammates, your callouts are a working document:

They need to know which layers exist, where seams and closures are, and what fabrics are implied.
They need flags for cloth risk zones, props that might need special rigging, or areas that must stay clean for decals.
They rely on you to point out critical design intentions that must survive optimization.

If you learn to write for all three audiences at once, your portfolio pages become powerful proof of your studio readiness.

3. Callouts vs Case Notes: Two Types of Writing

When we talk about “writing” in a costume portfolio, there are two main layers.

3.1 Callouts (On‑Image Annotations)

Callouts are short labels and arrows—the little notes that live on or around your art:

“Quilted leather for shoulder padding – low stretch, high durability.”
“Decorative trim – faction motif, repeated on banners and shields.”
“Split skirt panel to reduce collision with thigh in forward stride.”

Good callouts:

Are short and specific.
Explain intent (“to avoid clipping,” “to show rank,” “to tie into UI icon”).
Use language your teammates recognize.

3.2 Case Notes (Project Summaries and Captions)

Case notes are the written context you put in your portfolio around a project:

A 2–5 sentence introduction describing the brief, your role, and constraints.
Short paragraphs explaining your decision‑making, feedback loop, and result.
Occasional bullet points summarizing problems solved.

Case notes turn your project into a mini case study—not just “look at this outfit,” but “here’s the design problem and how I solved it.”

Both callouts and case notes work together: callouts show your thinking at the micro level (stitch, seam, motif), and case notes show your thinking at the macro level (role, faction, pipeline).

4. Principles of Effective Callouts

4.1 Be Short, Clear, and Concrete

A callout is not a paragraph. Aim for:

3–10 words per label, rarely more than one short phrase.
Simple sentence fragments are fine: “Rigid plate – no cloth sim.”

Weak callout:

“Cool design on belt.”

Stronger callout:

“Rank insignia – belt buckle uses guild sigil seen in UI.”

The second one shows intent, cross‑team thinking (UI), and worldbuilding.

4.2 Explain Function, Not Just Appearance

Where possible, hint at function or reasoning:

“Shortened cape – avoids contact with calves during run cycle.”
“Hooked clasp – easy to animate opening by hand.”
“Pattern scale simplified – prevents aliasing at camera distance.”

For concepting‑side artists, function might relate more to story and role:

“Torn hem – visual cue for recent battle; contrasts with ceremonial chestplate.”
“Subtle embroidery – integrates cultural motif from region X; reused on faction banners.”

4.3 Group Related Information

Instead of dozens of tiny arrows everywhere, group related elements:

A single note pointing to multiple panels: “All white fabric areas = padded cotton – same material as healer NPCs.”
A block of callouts for “Upper body armor,” another for “Legwear,” another for “Accessories.”

This keeps your page readable and shows you think in systems, not just isolated details.

4.4 Use a Consistent Visual Language

Decide on a callout style and stick to it within a project:

Same font, line weight, and arrow style.
Same color for notes (e.g., light gray or a desaturated accent that doesn’t fight the art).
Optionally bold keywords: rigging, cloth sim, decals, texel density, etc.

Consistent callouts are easier to skim in a portfolio and feel more “studio‑ready.”

5. Anatomy of a Strong Case Note

Good case notes read like a tiny postmortem: they’re focused on the design problem, not your feelings about the piece.

A simple structure you can reuse:

The context – What project, world, or role is this for?
The problem – What did the costume need to achieve?
The constraints – What technical or narrative limits did you have?
The solution – How your design and callouts address those issues.

Example:

“Personal project for a stylized 3v3 hero brawler. This outfit explores a legendary tier costume for a support healer. The design needed clear healing cues at isometric distance without overlapping the tank’s color space. I kept the silhouette lightly armored but added high‑value, soft glow accents at the shoulders and staff head, and simplified material gloss to avoid noise. Callouts focus on cloth sim‑friendly skirts and emblem repetition for faction identity.”

In four sentences, you’ve shown:

Genre and camera (stylized 3v3, isometric).
Role and readability challenges (support vs tank).
Technical constraint (cloth sim, visual noise).
Visual strategy (silhouette, value, material choices).

6. Tailoring Callouts and Notes for Targeted Portfolios

Your writing should adapt to who you’re applying to just as much as your image sequencing does.

6.1 For Concepting‑Heavy Roles

Emphasize how your notes show:

Narrative thinking: why this character wears this, at this point in the story.
Faction logic: motifs and colorways shared across units or NPCs.
Role reads: visual cues that differentiate tank/striker/support, hero/minion, boss/mid‑tier.

Example callouts for a concepting portfolio:

“Shared sash color with healer NPCs – soft teal = support role across faction.”
“Crown silhouette mirrors faction emblem used in UI and banners.”
“Ceremonial over‑cloak only worn during peace scenes; removed for combat variant.”

Case note angle:

“Focused on using consistent color coding and silhouette motifs so faction and role remain legible across lineups and key art.”

6.2 For Production‑Heavy Roles

Shift your emphasis toward:

Construction logic: seams, closures, garments that can actually be built or modeled.
Rigging awareness: joints, deformation, cloth sim hints.
Optimization: material reuse, texel density considerations, LOD awareness.

Example callouts for a production portfolio:

“Hidden zipper seam at side – keeps front silhouette clean for cinematics.”
“Skirt split above knee – reduces clipping with thigh and calf during run cycles.”
“Single shared leather material for boots and belt to reduce material count.”

Case note angle:

“Prioritized seam placement and fabric choice to minimize cloth sim complexity in combat animations while preserving the high‑status look.”

6.3 Studio‑Specific Language

Different studios emphasize different values. Study job listings and art books to pick up their language. Then lightly echo that language in your notes:

If they say “readability at speed,” mention “readability at sprint speed in TPP.”
If they talk about “player silhouette clarity,” use that phrase when describing your shape decisions.
If they value “historical authenticity,” note your reference sources and how you balanced history with fantasy.

Don’t mimic buzzwords blindly, but show that you understand how they describe their own problems.

7. Communicating Across Teams: Examples of Good Callouts

7.1 For Character Artists

Character artists want to know what to build and what can flex.

Helpful callouts:

“Metal breastplate – medium gloss, minor scratches; no ornate embossing (can be added in texturing if needed).”
“Gloves: leather base with stitched applique; emblem pattern can be simplified if texture budget is tight.”
“Inside of cloak unpatterned; plain dark wool to optimize UV space.”

These show you’re thinking about modeling, texturing, and time.

7.2 For Rigging and Animation

Riggers and animators care about movement, deformation, and hazard zones.

Helpful callouts:

“Hip plates float over belt on separate straps; designed to move independently during run.”
“Holstered sword angled slightly back to avoid clipping forearm during idle.”
“Chest medallion placed above clavicle; avoids major deformation zones.”

A few smart notes like this in your portfolio tell leads: “This artist will not fight the rigging department on every design.”

7.3 For Wardrobe and Physical Builds (If Applicable)

If the project involves real costume builds:

“Sleeves cut as separate pieces for easy tailoring and removal.”
“Front panel embroidery can be applied as pre‑made patch to reduce production time.”
“Boot design allows for hidden zipper along inner calf for quick changes.”

Even in a digital-only portfolio, these kinds of notes show respect for practical costume design.

8. Ethics, Contracts, and What Not to Write

Your callouts and case notes are also evidence of how you handle contracts, NDAs, and shared work. That matters.

8.1 Respecting NDAs and Confidential Information

Avoid including:

Project code names or internal tools that are not publicly known.
Spoilers about unreleased story content or unannounced features.
Proprietary process details that your contract forbids you from sharing.

When in doubt, keep notes generic but honest:

“Costume concepts for an unannounced action RPG (AAA) – work shown with permission and limited to publicly revealed content.”

If you’re unsure, ask a producer or HR contact before posting.

8.2 Giving Proper Credit

In case notes, always clarify your role:

“I owned costume ideation and turnarounds; final character sculpt by X, textures by Y.”
“Base body mesh provided by the studio’s internal library; I designed and painted the costume layers.”

Avoid implying sole authorship when the work was collaborative. That includes things like:

Using “we” instead of “I” where appropriate.
Avoiding phrases like “I built this character” if you only did the costume concept.

8.3 Art Tests, Spec Work, and Portfolio Use

If you showcase an art test:

Label it clearly as an art test.
Avoid showing confidential briefs; summarize instead.
Don’t include internal feedback or confidential tools in your notes.

Example case note:

“Art test for a stylized hero shooter (2025), completed in 3 days. Brief focused on a legendary-tier costume for a healer with strong team-color readability. Work shown here with identifying names removed.”

If you did unpaid spec work that feels exploitive, you can still ethically salvage it by:

Reframing it as personal IP, changing names and logos.
Making clear it’s a self-directed brief inspired by a genre or studio, not work done under contract.

9. Case Note Examples for Different Types of Projects

9.1 Concepting‑Side Example: Faction Wardrobe Lineup

Case note:

“Faction wardrobe concepts for a desert nomad clan in a stylized fantasy RPG. The brief required clear visual separation between civilian, scout, and elite guard roles, while reusing a limited set of motifs and fabrics. I focused on silhouette variety at lineup distance and consistent use of layered wraps and talismans. Callouts emphasize shared motifs that appear on banners and UI icons, as well as simplified pattern density for readability at in‑game scale.”

Callouts might include:

“Scout: lighter cloak, cropped hem – high mobility.”
“Elite guard: double‑layered shoulder cape – ceremonial rank marker.”
“Shared talisman shape reused in minimap icons.”

9.2 Production‑Side Example: Hero Costume Handoff

Case note:

“Handoff package for a hero costume in a realistic action RPG. The design needed to support complex combat animations, partial armor removal, and multiplayer customization. I provided front/back turnarounds, layer breakdowns, and detailed callouts for materials and closures. Notes highlight areas where armor pieces can be swapped without affecting rigging, and fabrics are chosen to minimize cloth sim complexity around knees and elbows.”

Callouts might include:

“Pauldrons attached by leather straps – can be removed for lower-tier variant.”
“Skirt slits positioned to avoid collision with thigh during high kicks.”
“Gambeson quilt pattern density reduced for normal map optimization.”

9.3 Hybrid Example: Indie Project with Limited Resources

Case note:

“Costume set for a small-team multiplayer arena game. I owned ideation and final turnarounds for three hero roles (tank, striker, support), working under a strict material limit and a single shared texture set per team. My callouts focus on reusing base fabrics and trims across costumes and designing accessories that can be toggled on/off in the customization menu without breaking silhouette or rigging.”

Callouts might include:

“Shared gold trim used on all heroes to reduce unique materials.”
“Tank shoulder pad uses same mesh as striker shin guard.”
“Support character’s staff gem color matches UI resource bar.”

These examples show how case notes and callouts can flex to match the scale and needs of different projects.

10. Making Your Portfolio Pages Readable

Even the best notes fail if the page layout is chaotic. A few layout tips:

Hierarchy first: big hero image / main view, then smaller detail shots with callouts.
Separate text blocks: keep case notes in one clean area instead of scattering sentences across the page.
Limit callout density: if one page gets crowded, split into multiple pages (e.g., one for front view, one for back and side views).

Think like a UI designer: your goal is to make your pages scannable at recruiter speed.

11. Practice Prompts for Improving Callouts and Case Notes

If writing feels awkward, treat it like drawing practice. A few exercises:

Reverse-engineering exercise: Take a costume concept from a game you love. Write a page of callouts as if you were the original concept artist explaining choices to the team.
Constraint rewrite: Pick one of your existing portfolio pieces. Rewrite its case note focusing on specific constraints (camera distance, platform, rigging) rather than general aesthetics.
Audience rewrite: Write one version of your notes for a concepting-focused role and another for a production-focused role. Notice what shifts.

Over time, your writing voice will feel more natural—and your portfolio will read as more confident and aligned.

12. Checklist: Do Your Notes Show Thinking and Ethics?

Use this checklist when preparing portfolio pages:

Clarity & Intent

My callouts are short, specific, and mostly about function and intent, not just decoration.
My case notes clearly state context, problem, constraints, and solution.
I use terminology that makes sense to recruiters, art directors, and production partners.

Targeting & Communication

For concepting‑heavy roles, I highlight story, faction, and role readability in my notes.
For production‑heavy roles, I highlight construction logic, rigging awareness, and optimization.
My page layouts are readable quickly; important notes are easy to find.

Contracts & Ethics

I do not reveal NDA‑protected information or unannounced content.
I clearly credit other artists and departments where appropriate.
I label art tests honestly and avoid sharing confidential briefs.

If you can tick most of these boxes, your callouts and case notes are doing what they should: turning your costume images into clear, ethical, and hireable demonstrations of your thinking.

And that, in the long run, is what builds trust—not just in your art, but in you as a collaborator and professional.