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Why an Own Sending Domain?

A custom sending domain lets supplier emails use a domain belonging to your company, such as eudr.yourcompany.com. The default sender domain for direct Polygon One customers is contact.polygon-one.com; partner-operated workspaces may use a partner domain. The domain is used as a sender only after successful verification. Verified confirms the domain setup with the sending provider; it does not guarantee inbox delivery or a response. Receiving filters and supplier IT policies still apply.
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 the Owner or Admin role in the buyer workspace.
  • You (or your IT) need access to your domain’s DNS management.

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Setup

1

Open Settings

Open Settings → Email sending domain under Integrations & data. If it is missing, check your role and whether the feature is enabled.
2

Connect Domain

Enter the desired domain and click “Connect domain”.Use a domain whose DNS you can manage. A subdomain such as eudr.yourcompany.com is recommended. Root domains are also accepted; public email providers (like gmail.com) cannot be used.
3

Create DNS Records

The platform shows the required DNS records with type, name, value and, where applicable, priority and TTL. Copy the records actually displayed into your DNS provider or forward them to IT. Do not overwrite existing records for your normal incoming email.
Trailing dot on MX and CNAME values. Below every MX and CNAME record you will see the hint: “Some DNS providers (e.g. Hetzner) append your own domain to a hostname without a trailing dot.” Those consoles are zone-relative: they silently append your own zone to any value without a trailing dot, so the target hostname target.example.com becomes target.example.com.yourcompany.com internally, and verification fails even though the record looks correct in the console. So if verification fails for an MX or CNAME record, enter the value with a trailing dot — the platform shows you the dotted form right there in the hint. Providers that treat values as absolute accept the trailing dot as well.
4

Check Status

Click “Check status”. DNS changes and verification may take time to become visible. Domains that are not yet verified are also checked automatically every six hours; you do not need to keep the page open.

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Status Overview

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Good to Know

  • Fallback sender: until the domain is verified — and if you later remove it — the system uses its available standard or partner sender. This is not a delivery guarantee.
  • One domain per company: to switch domains, first remove the existing one, then connect the new one.
  • Existing DNS configuration: have IT compare the displayed records with existing SPF, DKIM, DMARC and MX records. Do not indiscriminately delete or replace existing records.
  • Reply address: changing the sending domain does not change an invitation’s reply address. Replies continue to use the address configured for the contact center.
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.