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 the LESSEE 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 lease rate of equipped vehicles. Additional extras are charged separately.

MELBIC gives a clean vehicle inside and outside – a cleaning fee of N$350 will be chargeable if the vehicle is dirty, and a N$1500 valet cleaning fee will be charged if the interior is badly stained by spills, excessive dust or similar incidents.

A once off additional driver fee of N$280 per person is chargeable.

Booking confirmation & payments:

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

Payments can be done as follows:

• https://melbic.com/payment/
• Only the amount received in our bank is accepted, any fees or deductions are for the Lessee’s account.

A 2.5% bank fee will be charged on all cash payments. Cash payments made in foreign currency, or an amount more than N$ 5,000.00 (five thousand Namibian Dollars), will incur an additional N$ 750.00 cash-handling fee.

The Lease Agreement will be signed at our offices.

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

Client Information Link:

When preparing for the arrival of clients, we will send a link to be completed and submitted. The information is used to complete the Lease Agreement. By completing this form in advance, it will save time and limit spelling errors.

Public Holidays:

Our offices are closing 24 December at 13:00 to 25 December each year.

LESSEE’s license:

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

Foreign LESSEE licenses are accepted under the conditions that:

• The license is in English.
• The license displays a photo and an identification or passport number.
• The license has a signature on it.
• No driving permits or certified copies of the original LESSEE’s license will be accepted.

LESSEE’s age restrictions:

Drivers should at least be 23 years old.

A young driver surcharge of N$280 per person per day is payable for drivers younger than 25.

Airport Transportation:

Complimentary transfers are provided between Windhoek and the airport on the day of vehicle pick up and vehicle drop off. Shuttle departures from our office to the airport are at 08:00, 11:00, and 15:30. Clients who miss the scheduled departure will be responsible for arranging and paying for alternative transport.

For airport arrivals, the driver will wait up to 3 hours after the flight’s landing time unless otherwise pre-arranged. If the client does not arrive within this period, the transfer will be forfeited and any additional pickup required will be at the Lessee’s expense.

Alternative transportation:

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

Transfers to and from hotels outside Windhoek will be charged. Rates should be requested.

Pick-up & drop-off arrangements:

Vehicles must be picked-up or dropped-off at the Melbic Car Rental offices.

Vehicle pick-up and drop-off at alternative locations can be arranged at an additional cost. During Low Season, both pick-up and drop-off (round trips) can be accommodated. During High Season, only one of these services (either pick-up or drop-off) is permitted per client.

Only vehicles without camping equipment may be dropped-off or picked-up at the airport at an additional charge.

Vehicle handover will take place until 17:00. If your arrival from the airport to Windhoek (Melbic office) is later than 17:00, the handover will take place the following day. Vehicles can be returned to the Melbic Offices from Monday to Friday between 08:00 and 15:00, and on Saturdays between 08:00 and 13:00. For returns after 13:00 on Saturdays, as well as on Sundays and Public Holidays, fixed arrangements to be made in advance in accordance with Lessee’s Vehicle Lease Agreement.

Additional charges will be charged for late returns.

Cancellation policy:

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

Days before lease: % Based on total lease 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%

Refunds:

The base currency for refunds will be Namibian Dollar (N$). Melbic Car Rentals will not be liable for bank costs nor for foreign exchange rate differences.

Credit cards:

LESSEE must present their own credit cards for payment.

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

Vehicles will not be released if the credit card of the LESSEE expires during the lease 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 (CDW):

The LESSEE 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 LESSEE’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.

* only one (1) tyre covered for vehicles leased 3-7 days

The LESSEE’s liability shall not be limited but will be liable to pay the full cost plus a 20% additional administration fee for damages or losses caused to the vehicle in case of the following events which is not covered by any collision damage waiver:

• if a vehicle is overturned or written off (wrecked), for any reason, the LESSEE is responsible to pay a damage fee of N$ 165,000.00 for a Toyota Hilux / Fortuner / other vehicle, or a payment of N$ 205,000.00 for any Toyota Land Cruiser. Tow-in and administrative fees are not included.
• driving while under the influence of intoxicating liquor or drugs or whilst the blood alcohol percentage of the driver exceeds the statutory limit or whilst the concentration of alcohol in the specimen of the driver’s breath exceeds the statutory limit.
• driving the vehicle without being licensed to do so or allowing it to be driven by someone who is not so licensed.
• damage caused due to reckless conduct of the lessee or any driver of the vehicle.
• 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 LESSEE (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 leased 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 LESSEE 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.
• Undercarriage (Covered under Option 3 & 4).
• Camping equipment.
• Tents.
• Awnings and sliding drawers
• Tow-in or recovery costs in case of accidents and excessive wear and tear.
• Theft, loss of personal belongings, damages to vehicles due to break ins.
• Third-party cover (any damage caused to other vehicles or property).

Border crossing:

LESSEE 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
   Should the vehicle be returned in a good condition, the LESSOR will refund the LESSEE the excess paid, as per refund conditions.

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

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

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

LESSEE 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 LESSEE not hand over these permits to agents who pick up the vehicles. These charges will be billed to the LESSEE’s credit card.

Vehicles are only permitted to enter South Africa, i.e. Cape Town (only) and Botswana, i.e. Kasane, Kazungula, Maun.

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

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

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

LESSEES should submit an itinerary.