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Why an Own Sending Domain?

By default, Polygon One sends all emails from the domain contact.polygon-one.com. This domain is fully authenticated (SPF, DKIM, DMARC) — nevertheless, many corporate email gateways (e.g. Microsoft 365 Defender, Mimecast) treat emails from unknown external senders cautiously on first contact: they end up in quarantine or the spam folder, and your suppliers never see the invitation. With your own sending domain, supplier emails go out from your domain instead — e.g. eudr.yourcompany.com. Your suppliers know your company name: the emails are far more likely to arrive and to be opened.
The sending domain applies to all supplier emails of your company — invitations, reminders, and data requests, in both the EUDR and PPWR modules.

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Prerequisites

  • The feature is enabled per company by Polygon One. If you would like to use it, write to us at help@polygon-one.eu.
  • You need an administrator role in Polygon One.
  • You (or your IT) need access to your domain’s DNS management.

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Setup

1

Open Settings

Open Settings → Own Sending Domain.
2

Connect Domain

Enter the desired domain and click “Connect domain”.We recommend a subdomain such as eudr.yourcompany.com — this keeps the sender reputation separate from your main email. A root domain works as well; public email providers (like gmail.com) cannot be used.
3

Create DNS Records

The platform shows you a table with the required DNS records (TXT and MX records with name, value, priority, and TTL — each with a copy button). Create these records at your DNS provider or forward the table to your IT.
4

Check Status

Then click “Check status”. DNS changes sometimes take a while to propagate — from a few minutes up to 48 hours. The platform additionally re-checks automatically every hour, so you don’t need to keep the page open.

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Status Overview

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Good to Know

  • Nothing gets lost: until the domain is verified — and if you later remove it — Polygon One automatically keeps sending from the standard domain contact.polygon-one.com.
  • One domain per company: to switch domains, first remove the existing one, then connect the new one.
  • DMARC: keep your existing DMARC record. Sending runs via a delegated subdomain, so your main domain’s DKIM authentication remains untouched.
  • Replies keep arriving: your suppliers’ replies continue to land in the contact center — the sending domain doesn’t change that.
Even without an own sending domain you can improve deliverability: ask your suppliers to forward the notes on the IT Whitelist & Firewall page to their IT.

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Contact

Request activation

Write to us — we’ll enable the own sending domain for your company.