Terms & Conditions

Charges:

A daily rate is charged based on a 24-hour daily cycle.

Quotations may include an extra day’s charge should arrival and departure times not be submitted. Should renter choose to return a vehicle within the 24 hours cycle, no extra day charges will be levied, irrespective of the flight departure time.

Final quotations will be subjected to the submission of arrival and departure times.

Equipment is included in the daily rental rate of equipped vehicles. Additional extras are charged separately.

MELBIC gives a clean vehicle inside and outside, a cleaning fee of N$350.00 will be chargeable if the vehicle is dirty, for excessive dirt, the cleaning fee may increase up to N$750.

Additional renter fee of N$280 per person once off will be chargeable.

Booking confirmation & payments:

Bookings will only be confirmed once a 30% deposit has been received.

Payments can be done by following the payment options on the quotation.

The balance is payable on the day of arrival.

A 2.5% cash handing fee will be charged when balance is paid in cash.

The Rental Agreement will be signed at the company’s offices.

Vehicles will not be released if the full payment was not received.

Renter’s license:

Renters and additional renters must be in possession of an original valid endorsed international driving licence of their country of residence.

Foreign renter licenses are accepted under the conditions that:

• The license is in English
• The license has a photo or ID/passport number
• The license has a signature on
• No driving permits or certified copies/copies of the original renter’s license will be accepted.

Renter’s age restrictions:

Renters should at least be 23 years of age. A young renter surcharge of N$280 per person per day is payable for renters between the ages 23 and 24.

Pick-up & drop-off arrangements:

Transport is offered free of charge from and to the Hosea Kutako International Airport only on the day of vehicle pick-up and drop-off between 08:00am and 17:00pm.  After 17:00 airport transfer fees are chargeable.

Rented vehicles are to be picked up and dropped off at the offices of MELBIC.

Arrangements can be made to pick-up and drop off the vehicle at other locations at an extra charge.

If a transfer is requested to be taken off route during the transfer, an additional charge will be billed.

Vehicle handover and returns are until 15:00.

Cancellation policy:

Vehicles may be cancelled at any time before it is due for collection.

Days before rental: % Based on total rental charge:

61+                        N$750.00 Admin Fee

60 – 31                   10%

22 – 30                   25%

15 – 21                   50%

08 – 14                   75%

00 – 07                   100%

No Show                100%

Natural related cancellations:

Cancellation charges may be waived should the renter not be able to travel.  This will however be subject to MELBIC’s discretion as well as proof why the renter cannot travel.

Credit cards:

Renters must present their own credit cards for payment.

The credit card limit should be sufficient to cover the rental payment and the excess amount to be reserved. The reduced excess amount can be authorized on a a credit card only, not a debit card.

Vehicles will not be released if the credit card of the renter expires during the rental period.

Credit card details will be required upon arrival by completing a credit card authorisation form.

Master & VISA credit cards are accepted for payment.

Diners Club & American Express cards are NOT accepted for payment.

Collision damage waiver:

The Renter can limit his/ her liability for damages caused to Melbic Car Rental’s vehicle by choosing a preferred CDW option. (See CDW table below).

An amount, as indicated in the table below, will be blocked on the Renter’s credit card. This is to cover the maximum excess payable under each CDW option. Should the vehicle be returned without damages, the amount blocked will be released within five working days after the vehicle was returned.

The Renter’s liability shall not be limited but will be liable to pay the full cost for damages or losses caused to the vehicle in case of the following events which is not covered by any collision damage waiver:

• damage caused by overturning the vehicle without the involvement of another party. Limited payment of N$140,000.00.
• driving while intoxicated.
• speed violations. a maximum of 80km/h on any gravel road (irrespective should road signs indicate higher speed limits) and a maximum of 120km/h on all tarred public roads subject however to the speed limits imposed by government or any local authority for any specific stretch of the road.
• water damage to the vehicle (For example driving through running rivers).
• damage caused by cigarettes, matches and or lighters.
• damage caused by walking or standing on the roof or bonnet.
• irresponsible driving of the renter (whether authorised or not)
• the vehicle was being driven on a road which condition was not suitable for the vehicle.
• the vehicle was being used other than for the purpose it was rented for.
• the vehicle was being driven by a person not authorized to do so.
• driving long distance roads between 07:00 PM and 06:00 AM
• driving to Sandwich Harbour, along the Kunene River, up Van Zyl’s pass. (N$10,000 penalty)
• driving through sandstorms.
• In case of a sandstorm, the RENTER must stop the vehicle immediately and try to look for temporary shelter. If this is not possible, then continue driving with a low speed. Damages caused by a sandstorm are not covered by the CDW except for Option 3 & 4.

Items not covered irrespective of cause of damage or loss:

• Wheel rims and tyres (tyre damaged with the rim) (N$300 per tread
• Undercarriage (Covered under Option 3 & 4)
• Camping equipment
• The RENTER shall be liable to pay tow-in or recovery costs in case of accidents and excessive wear and tear.
• Theft, personal belongings, damages to vehicles due to break ins.

Border crossing:

Renters who cross borders have the following two options:

1. You can choose our collision damage waiver option no. 4 or alternatively,
2. We will process a payment equal to the amount which we would have blocked on your credit card.

In this instance, if the vehicle is delivered back to our agents in a good condition, we will refund the renters the money. An administrative fee of 10% will be charged, calculated on the amount to be refunded.

A letter of authorisation will be provided for cross-border travelling. There will be a cross border charge levied on all cross-border rentals.

The company will not be held liable if a renter is refused entry into another country.

All foreign registered vehicles will have to pay a cross border charge at the border and the renter is responsible for the payment of such cross-border charges or any other charges that may be applicable.

Renters need to hand over the vehicle cross-border permits to the agent who pick up vehicles in neighbouring countries. Without these permits, agents must pay charges at the border again when they return. To recover charges, a fee of N$ 500.00 will be charged should renters not hand over these permits to agents who pick up the vehicles. These charges will be billed to the renters’ credit card.

Vehicles are only permitted to enter South Africa and Botswana.

A one-way cross border fee is payable for vehicles that need to be picked-up in neighbouring countries.

An additional 20% administration fee is payable should an accident/theft occur outside the borders of Namibia.

It is the renter’s responsibility to know all the information regarding border/country requirements.

Renters should submit an itinerary.