> ## Documentation Index
> Fetch the complete documentation index at: https://help.polygon-one.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Own Sending Domain

> Send supplier emails from your own domain — for better deliverability and higher response rates

## 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.

<Info>
  The sending domain applies to all supplier emails of your company — invitations, reminders, and data requests, in both the **EUDR** and **PPWR** modules.
</Info>

## 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](mailto:help@polygon-one.eu).
* You need an **administrator role** in Polygon One.
* You (or your IT) need access to your domain's **DNS management**.

## Setup

<Steps>
  <Step title="Open Settings">
    Open **Settings → Own Sending Domain**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## Status Overview

| Status          | Meaning                                                                                                                                                  |
| --------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **DNS pending** | The DNS records have not been found yet. Check that all records are set up correctly.                                                                    |
| **Verifying**   | The records were found and are being verified.                                                                                                           |
| **Verified**    | Done — emails to your suppliers are now sent from your domain.                                                                                           |
| **Failed**      | Verification failed — usually due to a missing or incorrect record. Correct the DNS records; the automatic hourly check will pick up the fix on its own. |

## 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.

<Tip>
  Even without an own sending domain you can improve deliverability: ask your suppliers to forward the notes on the [IT Whitelist & Firewall](/en/eudr/onboarding/it-whitelist) page to their IT.
</Tip>

## Contact

<Card title="Request activation" icon="envelope" href="mailto:help@polygon-one.eu">
  Write to us — we'll enable the own sending domain for your company.
</Card>