This article was checked in September 2026. Rules and figures change, so confirm them before you act. We are not lawyers or tax advisers.
The short answer
| Question | Answer |
|---|---|
| How fast should I reply? | The same US business day if you can. |
| What must the reply include? | Price, terms, minimum order, lead times and sample details. |
| Which units? | US dollars, inches and pounds, US sizes. |
| What if they go quiet? | Send a short, polite follow up a few days later. |
Key takeaways
- Reply fast, even with a short holding note.
- Answer every question in one clear email.
- End with one simple next step.
- Follow up. It is normal in the US.
Reply the same US day
Chicago is 10 to 11 hours behind Pakistan. When a US buyer writes during their working day, it is evening or night in Pakistan. If your reply arrives the next morning US time, the buyer may already have answers from other suppliers.
If you cannot send a full reply quickly, send a short note first. Thank the buyer, confirm you have their request and say when the full reply will come. Then keep that promise.
Answer every question in one email
US buyers are busy. They want one clear email that answers what they asked. Most buyers want to know:
- Price per unit, in US dollars
- What the price includes, for example FOB Karachi or delivered to their warehouse
- Minimum order quantity
- Lead time for samples and for the first order
- Sample cost and how the sample will be sent
- Payment terms you accept
- Labels, tests or certificates you already have for this product
Only list certificates you really hold. A buyer who later finds a claim is not true will not order again.
Use US terms and units
- Give prices in US dollars.
- Show inches and pounds next to centimeters and kilograms.
- Use US sizes for clothing, gloves and shoes.
- Write dates with the month name, for example 4 March. In the US, 03/04 means March 4, not 3 April.
Keep it short and easy to read
Use short paragraphs and a simple list for prices. Attach one catalog PDF, not ten files. Leave your company history for later. The buyer asked about a product, so answer about the product first.
Make the next step easy
End your email with one clear next step. Offer a sample, suggest a short call, or ask the one question you need answered to send a final price. If you suggest a call, give times in the buyer's time zone.
Follow up
If the buyer does not reply, send a short, polite follow up a few days later. Buyers often compare several suppliers and get pulled into other work. A follow up is normal in the US and is not seen as pushy.
Mistakes to avoid
- Sending a price without saying what it includes
- Replying only with "best price" and no numbers
- Asking the buyer to move to WhatsApp before you answer their email
- Sending very large attachments that get blocked
- Promising a lead time you cannot meet
A reply template you can adapt
Thank the buyer. Confirm what they asked for. Give the price per unit in US dollars and say what it includes, for example FOB Karachi. State the minimum order, the sample cost and time, and the production lead time. Offer one next step, such as sending samples this week. Sign with your name, title, company, email and a phone number the buyer can call.
The time difference
Chicago is 10 to 11 hours behind Pakistan, depending on the time of year. A buyer who writes at 2 PM in Chicago is writing at midnight in Pakistan. A US contact who can answer during the US day removes that gap.
How we help
Our US Sales Desk answers buyers from Chicago during US business hours, sends samples from Chicago and follows up every quote. Every price and order still goes to you for approval.
Want us to handle this for you?
We are a US office in Chicago for Pakistani exporters. We set up your US company, build your website and find US buyers. You sell to them directly.
Keep reading
Sales tipsWhat US buyers look for on your website
Sales tipsHow to send samples to US buyers
Getting startedExport to USA from Pakistan
Common questions
How fast should I reply to a US buyer?
The same US business day if you can. If you need more time, send a short note to confirm you have the request and say when the full reply will come.
Should I quote FOB or delivered prices?
Say clearly which one you are quoting. Many importers want an FOB price from a Pakistani port so they can book their own freight. Others want a delivered price. If you are not sure, quote FOB and offer a delivered price too.
Should I send a catalog with the first reply?
Yes, one clear PDF. Avoid many large attachments, which may be blocked.
Should I give my best price in the first email?
Give a clear, honest price with its terms. Buyers compare quickly, and vague replies are often ignored.