> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/communications/sending-domain.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

Until you set up a sending domain, your organisation's emails come from Backed's address under your
organisation's name. A sending domain lets them come from an address on a domain you control, such
as `grants@mail.example.org`, which people are more likely to recognise and trust.

You need the `Emails` and `Organisation` settings permissions to change the sending domain. Anyone
who can open `Communicate > Email templates` can see it.

## Add your domain

1. Open `Communicate > Email templates` and select `Sending domain`.
2. Enter a domain or subdomain you control, such as `mail.example.org`, and select `Add domain`.

A subdomain keeps your organisation's other email untouched, so it is usually the better choice.
Each organisation has one sending domain, and a domain another organisation has verified cannot be
added. Backed's own domains cannot be used.

## Add the DNS records

The `DNS records` table lists the records to add at your DNS provider: DKIM, two SPF records and a
return-path record, and a recommended DMARC record. Each row has its type, name, value and, for the
MX record, a priority. Select `Copy` beside a name or value to copy it exactly.

Each record shows its status from the last check: `Pending`, `Verified`, `Failed` or `Not checked`.
DMARC shows `Found` or `Not found`. It is recommended, not required, and never stops your domain
being verified.

## Verify the domain

DNS changes can take a while to reach everyone. Once the records are added, select `Verify`. The
domain shows one of:

- `Pending`: the records are not all found yet. Backed checks again every hour for 72 hours.
- `Verified`: your emails now come from your domain. Backed checks it again once a day.
- `Failed`: the screen names the record that is not set up correctly, or says the records were not
  found within 72 hours. Fix the record and select `Verify` again.

If a verified domain later fails a check, administrators who can manage emails are sent an email,
and your emails go back to Backed's address until the domain is verified again.

## Choose who each email comes from

Once the domain is verified, set a sender for each audience: emails to applicants, assessors,
administrators and verifiers. For each, enter:

- `From name`: shown as the sender, such as your organisation's name. It cannot contain line breaks,
  `<`, `>` or `"`.
- `From address`: the part before `@` and your domain, such as `grants`.
- `Reply-to address` (optional): where replies go instead of the from address.

Select `Save sender`. The next email to that audience uses it. An audience with no sender still
comes from Backed's address, under your organisation's name.

## When emails come from Backed's address

`Communicate > Email templates` shows a banner whenever your emails are sent from Backed's address:
when no sending domain is set up, when it is not verified yet, or when it failed verification.
`Email logs` shows the address each email was sent from.

## Remove the domain

Select `Remove`, then `Remove domain`. The domain and its senders are deleted, and your emails come
from Backed's address under your organisation's name again.

## See also

- [Email logs](email-logs.md)
- [Text messages (SMS)](sms.md)
- [Organisation emails](../organisation/organisation-emails.md)