Rental Terms and Conditions

Standard Rental Policy

Rentals run for a minimum of six days, with extensions confirmed in writing at least three days before the original return. Vehicles are supplied with a quarter tank or less of fuel and must be returned in the same condition, with only named drivers on the agreement permitted behind the wheel. A valid credit card and pre-authorisation deposit are required at collection.

Cancellation and Refund Conditions

Cancellations made 14 to 8 days before arrival incur a charge of 50% of the total confirmed amount, while cancellations made 7 days or less before arrival, or made once the renter has reached our offices, are charged at 100%. Any applicable refunds are processed only once written cancellation confirmation has been received.

Cross-Border Regulations

Vehicles may not leave Namibia without prior written permission from the Company. Travel into Botswana's national parks and reserves is permitted at the renter's own risk, as backup support in these areas is provided through third parties only. Certain off-road tracks in Kaokoland and Damaraland, including Van Zyl's Pass and gravel roads D3707 and D3703, remain fully at the renter's cost for any damage or recovery.

Insurance and Liability Options

Two cover levels are offered: Comfort Cover, which is included with every rental and carries the standard excess of N$45,000, and Premium Cover, which reduces the excess to zero for covered damage and adds underbody protection. The pre-authorisation deposit is the same on both levels: N$15,000 for rentals within Namibia and N$25,000 for travel outside Namibia. Both include third-party, theft, windscreen, and tyre cover. Single-vehicle accidents, rollovers outside of Premium, water damage, and any negligence remain the renter's responsibility in all cases.

The full terms and conditions

Advanced 4x4 Car Hire Terms and Conditions

24-hour emergency number: Rental Agents: +264 81 287 6932 (WhatsApp available).

1. Introduction & Agreement

These Terms and Conditions form part of the legally binding rental agreement between Advanced 4x4 Car Hire (the Company) and the hirer (the Renter).

By signing this agreement, the Renter confirms that they have read, understood, and accepted all terms. No changes are valid unless confirmed in writing by the Company. Each page of this agreement must be signed by the Renter.

2. The Vehicle

The rental vehicle (the vehicle) includes all tools, spares, and equipment listed in the agreement, and also applies to any replacement vehicle provided.

Costs relating to repairs, part replacements, assessor fees, legal expenses, or irreparable damage are referred to as damages.

Expenses for towing, transport, and storage are referred to as recovery costs.

The Renter agrees to:

• Inspect the vehicle and camping equipment thoroughly before departure.
• Maintain oil, water, and fuel levels at their own expense. Failure to do so makes the Renter fully liable for damages.
• Not lease, lend, or otherwise part with the vehicle.
• Not transport items that could damage the vehicle or upholstery.
• Park the vehicle securely at all times.
• Ensure only the named drivers on the rental agreement operate the vehicle.

3. Safety Requirements

The Renter must:

• Conduct daily checks on wheel nuts, tyre pressure, oil, water, lights, tent bolts, and luggage security.
• Use headlights at all times.
• Open canopy vent on gravel roads to prevent dust build-up.
• Carefully check surroundings before reversing.

The Company is not liable for personal belongings left in the vehicle.

4. Vehicle Condition, Fuel & Equipment

• All vehicles are supplied with 1/4 tank or less of fuel and must be returned with the same amount (no refunds on unused fuel).
• Vehicles must be returned in the same condition, except for normal wear and tear.
• Vehicles may not be taken outside Namibia without written permission.
• Late returns are charged at the daily rental rate plus 20% surcharge per day.
• Fines or penalties are the Renter's responsibility.
• Minimum rental period is 6 days. Extensions must be approved in writing with 3 days' notice.
• Tampering with the tracking system or carrying hitchhikers voids all insurance.

Fuel tank capacities:

• Hilux Double Cab (2021–2025): 145 litres (dual tanks, gauge reads only the 80-litre tank)
• Fortuner 2024: 160 litres (dual tank); Fortuner 2025: 80 litres (single tank)
• Suzuki Jimny 2025: 42 litres (single tank, petrol only)
• Toyota Land Cruiser Luxury Camper 4x4: 160 litres

5. Early Return Policy

• Medical emergencies (proof required): 60% refund for unused days.
• Other reasons (72+ hours' notice): 40% refund.
• Less than 72 hours' notice / no proof: No refund.

6. Cancellation Policy

The following cancellation penalties apply to all confirmed bookings:

• 14 to 8 days before arrival date: 50% of the total confirmed amount.
• 7 days or less before arrival date: 100% of the total confirmed amount.
• If booking is cancelled once the Renter has arrived at the Company's offices: 100% of the total confirmed amount.

Refunds, if applicable, will only be processed after written cancellation confirmation has been received by the Company.

7. Speed Limits & Tracking

• Towns: 60 km/h
• Tar roads: 120 km/h
• Gravel & salt roads: 80 km/h
• 4x4 engaged: 60 km/h

Excess cover is void if speed limits are exceeded within 5 minutes before an accident.

8. Night Driving

Driving between towns after sunset or before sunrise is strictly prohibited. Damages from night driving are not covered under any insurance option.

9. Forbidden Roads & Restricted Areas

• Dune Driving and driving to Sandwich Harbour: This is strictly prohibited. If any damages, breakdowns, or repairs occur, you will be responsible for all associated costs.
• Botswana National Parks and surrounding areas (such as Chobe NP, Moremi NP, Central Kalahari NP, Kgaligadi NP, Nxai Pan NP, Madgadikdagi NP, Khutse GR, etc): you may enter these areas at your own risk, as we can only provide backup support through third parties.
• Kunene River from Epupa Falls, riverbeds, or any area after dark. You will be responsible for all costs resulting from damages, breakdowns, transfers, or repairs.
• Kaokoland and Damaraland: Off-road tracks and Van Zyl's Pass, including official gravel roads D3707 and D3703: The renter will be responsible for all costs (tow-in costs, repairs and vehicle exchange costs) resulting from all damages including undercarriage damage and breakdowns associated to driving in these areas, even when Premium Cover is applicable. Driving through water is strictly forbidden and never covered. The repair costs for normal mechanical breakdowns are however covered.

10. Reporting Damages & Breakdowns

• All damages and breakdowns must be reported within 24 hours.
• Tyre repairs are at the Renter's expense.
• Replacement vehicles are only provided if the rented vehicle is unsafe and cannot be repaired locally.
• Accommodation costs due to breakdowns are not refundable.

11. Accidents & Liability

• Single vehicle accidents are not covered by any excess option (Renter liable up to N$120,000 + recovery costs).
• Rollovers covered only under Premium Cover, excluding recovery costs.
• Third-party cover valid only if Renter is not negligent.
• Write-offs and vehicles which are unroadworthy terminate this agreement; a new agreement and payment are required.
• Damage to underbody (included in Premium Cover), engine, bonnet, roof, negligence-related, or water damage is always the Renter's responsibility.

12. Theft or Loss

• Theft requires the original keys returned within 24 hours and a police report.
• Hijacking requires a police report and/or medical proof.
• Failure to provide documents makes the Renter liable for full costs.

13. Exclusions (No Cover Provided)

Examples include:

• Rim (1x rim included in premium cover) or wheel stud damage
• Sandblasting or canopy loss
• Damage to camping gear, tools, fridge, or batteries
• Water damage (engine, interior, or tents)
• Alcohol or drug-related accidents
• Night driving or forbidden roads
• Recovery costs (except normal wear)
• Any negligence, overheating, or speeding
• Single Vehicle Accidents

14. Payment & Credit Card Authorisation

• A valid credit card is required.
• The Company is authorised to charge all damages, exclusions, and unpaid costs directly to the card.
• A pre-authorisation deposit (N$15,000 in Namibia / N$25,000 outside Namibia) is required before any replacement or repair.

15. Conditions of Hire

• Rates exclude fuel and accident handling fees.
• The Company may replace the vehicle with a similar one if necessary.
• The Renter is responsible for all fuel and any additional charges by authorities.

Acknowledgement & Signature

I, the undersigned, acknowledge that I have read, understood, and agreed to the above terms and conditions. I authorize Advanced 4x4 Car Hire to charge my credit card for any damage, exclusions, or unpaid costs in accordance with this agreement.