What happens when someone calls for it
Near the end of a scene, the production sound mixer reminds the 1st AD they still need tone. The AD picks a moment, usually right after the last take before anyone starts wrapping cable, and calls it on the walkie and out loud:
"Everybody hold where you are, thirty seconds of room tone. Nobody move."
The mixer rolls, slates it verbally ("Room tone, scene 42, kitchen"), and everyone stands still. Actors stay in their positions, the boom stays where it was, the lights stay on. Somebody's stomach always growls. After thirty or sixty seconds the mixer calls "Thank you," and the AD releases the set.
Why editors need it
Every recording has a noise floor: fridge hum, air handling, traffic a block away, the buzz of lights. When the dialogue editor cuts from one take to another, or pulls out an actor's cough, the gap has to be filled with something that matches, or you hear a hole in the soundtrack. Room tone gives them that material. It also sits under ADR lines recorded later in a studio so they sound like they belong to the location.
Common mistakes
Recording with conditions that don't match the takes. If the refrigerator was unplugged for dialogue, keep it unplugged for tone, and plug it back in only afterward. (Leaving a note on the fridge door, or putting the car keys inside it, stops the location from spoiling the food, which is a set tradition for a reason.)
Getting pushed to the end of the day. If the ADs promise tone "after lunch" and the company then moves, the location is gone. Mixers who ask for it right after the scene's last take get it far more reliably.
Grabbing it with half the crew wrapping. Twenty people coiling stingers and folding stands is not tone.
Where it shows up in paperwork
The mixer lists room tone on the sound report with its scene and location, so post can find it. On the daily production report it doesn't get a line of its own, but a set that skipped tone will usually get flagged by post within a week when the dialogue editor goes looking. Some mixers also record "wild tone" outdoors at a different time of day to use under exterior scenes.
