Planning; extra actors

We're just planning everything now in order to start shooting our video as soon as we can, so today Ruby and I came together to make a prop list and extra actor list, she's going to put up the props list and so I'm going to write up how many extra actors we need and who we think we can use!
'Amber' and 'Max' are the main girl and boy we've chosen to be in our video.

Of course this isn't a final list as we've yet to ask the people if they are willing and have ample time to be in our video! However we have chosen people that we know have the same free periods as us so hopefully they will have time and we won't be making them miss any lessons. 
The next step for this is to either go round and ask each person if they would like to be in our video and make sure they are free for all the dates, or another way I could do this is to write a short letter to them, as this will have all the information for them to come back to if need be - I think I may do both of these ideas together; go and talk to them and then give them the letter so they can see when and what they will be needed for!