RCRC in Action: A Simple Structure for Stronger Email Responses
- Zanurin Mohamad Safar
- 3 hours ago
- 4 min read
Image credit to: https://blog.flock.com/business-email
Some Form 1, Form 2, and Form 3 pupils are often unsure how to structure an effective email response. As a result, their replies may appear weak, unclear, or less convincing. In many cases, the responses also fail to convey the appropriate tone, such as being supportive, comforting, or welcoming, depending on the situation presented in the email. To address this issue, I would like to introduce a simple and practical email-response structure for lower secondary pupils known as RCRC (Response, Choice, Reasons, Closure).
The RCRC structure is a simple and effective guideline to help pupils organise their ideas when replying to an email. It ensures the response is clear, polite, relevant, and complete, which is especially important in formal and semi-formal email writing tasks.
1. RESPOND to the situation (Always acknowledge and offer help)
At the beginning of the email, pupils must react to the situation mentioned by the sender. This shows empathy, interest, and good communication skills. The response should match the emotion or context of the message; whether it is good news, bad news, or a request for help.
Examples of responding to the situation:
Wow! That’s amazing news!
I’m really happy to hear that.
Oh no! I’m so sorry to hear about your problem.
Thank you for sharing this with me.
After responding, pupils should offer help or support, which is a key requirement in many email-writing tasks.
Examples of offering help:
I will be glad to help you, Jason.
It’s my pleasure to offer you some advice.
I am always here for you.
You can always count on me.
2. CHOICE (Choose what you know best and can explain clearly)
In this part, pupils decide what advice, suggestion, or solution they want to give. They should choose something they understand well and can explain clearly in simple English.
Example:
I think the best option is to create a study timetable.
I suggest you talk to your teacher about the problem.
3. REASONS (Support the choice with 2–3 relevant reasons)
Pupils must explain why they made that choice. They should give 2–3 clear and relevant reasons that directly relate to the situation or problem in the email.
Example:
Firstly, a study timetable helps you manage your time better.
Secondly, it reduces stress before exams.
Finally, it allows you to revise all subjects equally.
Remind pupils that reasons must be relevant, not general or unrelated. Each reason should clearly support the choice made. Additionally, pupils must know that when they present two or three reasons, that would allow them to bring in appropriate cohesive devices which are significant for their Organisation mark.
4. CLOSURE (End the email appropriately)
To end the email, pupils should use a closing statement that relates to the situation and sounds friendly and supportive. This helps leave a positive final impression.
Examples of appropriate closures:
I hope my advice helps you. I can’t wait to play with your new pet!
Let me know if you need more help. I don’t mind accompanying you to buy your new watch.
I wish you all the best. I am positive you will ace in your coming test!
I know you will make a wise decision, dear. Take care and keep me updated.
Avoid abrupt endings. A good closure should sound warm, polite, and encouraging.
In conclusion, the RCRC framework serves as an effective scaffolding tool that supports pupils within their Zone of Proximal Development, as proposed by Vygotsky (1978). By breaking the email-writing task into manageable and purposeful stages, RCRC reduces learners’ uncertainty and cognitive overload, particularly among weaker pupils. This structured guidance enables learners to respond appropriately to different situations, organise their ideas logically, and convey the intended tone more effectively. Over time, as pupils internalise the RCRC structure, they are able to write email responses more confidently and independently, demonstrating improved writing competence. Therefore, RCRC is a practical and theory-informed approach that can significantly enhance lower secondary pupils’ email writing skills.
An email question and two sample answers to further understand RCRC:
Read the email from your cousin, Jason.
Hi,
I want to try an adventurous activity. I want to challenge myself and see how I can go. Should I choose hiking, long distance cycling or surfing? Or do you have another suggestion? Let me know what you think! Jason In about 80 words, write an email to Jason, giving some advice.
Sample answer 1:
Subject: A New Adventure Awaits: Try Hiking!
Hi Jason!
I hope you're doing great! Wow! You are into adventurous activities now! Don’t worry, you know that you can count on me. (RESPONSE) I would like to suggest hiking to you (CHOICE) because it’s an amazing way to challenge yourself while exploring nature. Not only does it offer an adventurous experience, but it also lets you push your limits in a rewarding way. For instance, climbing a steep trail can test your endurance, and reaching the summit feels incredibly satisfying. Moreover, hiking helps you connect with nature and refresh your mind. (REASONS) If you're new to it, I’d be happy to help you plan your first trek. Together, let’s make it an adventure to remember! (CLOSURE)
Looking forward to your thoughts!
Dylan
Sample answer 2:
Subject: Dive into Adventure: Try Surfing!
Hi Jason,
You are into adventurous activity! That’s awesome! I will be more than willing to share with some advice. (RESPONSE) Have you ever considered surfing? (CHOICE) First, it’s an exhilarating way to embrace adventure while challenging yourself. Not only does surfing push you to balance and navigate waves, but it also builds resilience as you learn to improve with each attempt. Furthermore, being out in the ocean is refreshing and energizing. (REASONS) If you’re keen to try, I’d be happy to help you get started. Let’s make it an unforgettable adventure together! (CLOSURE) Can’t wait to hear what you choose. Bye.
Dylan
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