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1. Daily vehicle hire includes the following:

• Unlimited kilometres

• Airport/hotel transfers in Kasane

• Drivers: 2 drivers included; additional drivers charged separately

• Living, kitchen & sleeping equipment supplied with the vehicle, according to the list provided with the contract

• Gas: A gas tank for cooking.

• Insurance: Standard Excess Insurance Cover (BWP 40,000 pre-authorized on credit card)

• Taxes & fees: 12% VAT in Botswana

• Assistance: Available during office hours (08:00–16:00)

• Fuel tank: Vehicles are not handed over on full due to extended range fuel tanks

 

Exclusions:

• Super Cover insurance (requires BWP 450 security deposit) – on a case-by-case basis

• Double standard excess for single vehicle accidents

• Any costs exceeding standard liability, lost or damaged equipment, or personal items

• Credit card fee of 2.5% (payment by bank transfer included)

 

2. Minimum Age, Rental Duration & Cost Calculation

• Minimum age: 28 years

• Maximum age: 75 years

• Minimum rental period: 5 days (Kasane)

• Calculation: Rentals charged per calendar day; pick-up and return counted as full days, not on a 24-hour basis

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3. Payment

• Payment of the rental amount can be completed using bank transfer or with credit card (subject to fee of 2.5%).

• A 50% deposit is required to book the car. The vehicle is considered reserved when payment has been received.

• The additional 50% is due at time of signing the contract, or before.

•  The reservation may be cancelled and a refund given, with the following amounts returned:

  • Within 14 days of booking (if booked more than 6 weeks in advance): 100%

  • up to 30 days prior: 90%,

  • 30 days to 7 days 25%,

  •  less than 7 days 0%

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4. Credit Card Authorization – Damage Waiver

• Hirer authorizes Botswana 4x4 to place a hold on the nominated credit or debit card for:

  • Standard or Super Cover excess

  • Damages or lost equipment

  • Fuel replacement

  • Additional fees incurred during rental

• Standard Excess: BWP 40,000

• Double excess: Applies to single vehicle accidents

 

Required card details:

• Card type: VISA / MasterCard / AMEX

• Cardholder name, card number, expiry date

• Signature authorizing Botswana 4x4 to charge for applicable fees

 

5. Locations & Office Hours

• Our Primary office is in Kasane, Botswana

• Additional charges may apply for pick up / drop off at other location

 

Office hours (unless otherwise agreed at booking):

• Monday–Saturday: 08:00–16:30 (last handover 15:00, last return 16:00)

• Sunday: 08:00–13:00 (last handover 11:00, last return 12:00)

• After-hours surcharge: BWP 400 per collection or return

• Late returns: Charged per calendar day

• Branches closed on 25 December (Christmas Day)

 

6. Vehicle Collection and Return

 

Delivery of the vehicle can take place at your chose location in Kasane, at our office, or at another location by previous agreement (subject to a fee)

• Allow 2–3 hours for full briefing and vehicle inspection

• Vehicles handed over with empty fuel tanks (extended range)

• Hirer must report any vehicle defects or issues within 12 hours of collection (clutch issues within 2 days)

• Acceptance of vehicle condition occurs upon signing the condition report

 

Vehicle Return

• Allow 1 hour for inspection and equipment check

• Vehicle must be returned reasonably clean; excess cleaning fee: BWP 600

• Smoking inside the vehicle is strictly prohibited. Fee for cleaning: BWP 2,000

• Late returns or returns outside office hours without arrangement: charged per full day

• Relocation fee if vehicle is left outside agreed depot: Minimum BWP 3,500

 

7. Driver License Requirements

• Valid license: USA, EU, UK, RSA, or ENGLISH International

• China (CCP) Mainland licenses not accepted

• All others please enquire at booking

 

8. Toll Fees & Cross-Border Travel

• Toll fees: Paid via toll tags installed in all vehicles; gantry charges deducted automatically

• Cross-border documentation is required and will be charged a fee by Botswana 4x4 - according to quote

• Written authorization required for cross-border travel

• Permitted areas for travel: Botswana, South Africa, Namibia, Zimbabwe (only Victoria Falls and Hwange), Zambia

• Further travel i.e. to Malawi, Tanzania, Uganda, Kenya is possible upon prior authorization. Angola, Mozambique, DRC are not allowed.

• Botswana 4x4 not responsible for visas, permits, or third-party insurance for other countries

 

9. Liability & Insurance Cover

 

Standard Cover

• Excess: BWP 40,000 (pre-authorized on credit card)

• Covers vehicle and 3rd party property

• Excludes: rollovers, water/mud, suspension, tyres/rims, windscreens

• Double standard excess applies for single-vehicle accidents

• Excess released 21–30 days after return if no claims

 

Super Cover – At the moment not offered due to Insurance Situation in Botswana

• Minimum rental: 10 days

• No excess for single-vehicle accident

• Covers vehicle & 3rd party property, windscreens, radio theft, half recovery costs

• Security deposit: BWP 5000  

 

Exclusions (both covers)

• Rollover accidents

• Water and mud damage, suspension damage

• Tyres, rims, windscreens

• Careless, reckless, or illegal driving

• Driving under influence, off-road, restricted roads, over speed limits, or sunset–sunrise

• Wildlife damage

• Clutch, gearbox, or undercarriage misuse

• Driving on the Makgadikgadi Pans or other similar Pans, off established tracks, is strictly forbidden.

 

10. Accidents & Claims Handling

• Report all accidents/theft to Botswana 4x4 & local police within 12–24 hours

• Obtain police case/AR number for insurance

• Damages charged to nominated credit card

• Replacement vehicle provided only after payment of damages

Claims handling fee: BWP 380 per incident

 

11. Equipment

• Hirer responsible for all vehicle equipment (GPS, fridges, kitchenware, tents, etc.)

• Damaged or missing equipment charged to card

• Botswana 4x4 not liable for replacement vehicles due to equipment issues

 

12. Fuel Policy

• Return vehicle with same fuel level as received

• Extra fuel charged at Botswana 4x4 rates

• Excess fuel not refundable

 

13. Vehicle Use & Restrictions

• Allowed: Public tar/gravel roads & approved 4x4 tracks in Botswana and other approved countries.

• Forbidden: Unapproved countries, driving off of established roads or tracks, driving at night

• Written authorization required for cross-border travel

• Driving on the Makgadikgadi Pans or other similar Pans, off established tracks, is strictly forbidden.

• The Vehicle must be parked at night in a secure location and locked, especially in urban areas.

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14. Vehicle Repairs & Recovery

• Minor repairs ≤ BWP 1,150 reimbursable with receipts

• Replacement vehicle only for mechanical fault not caused by negligence

• Recovery fees (stuck/bogged vehicles): Minimum BWP 2,000

 

15. Tyres & Rims

• Hirer responsible for punctures or replacements

• Minimum tread: 4mm (Botswana Road Ordinance minimum 3mm)

• Tyres: BFG 265/75/16 A/T only; no re-treads or second-hand tyres

• Tyre pressure must be checked cold and regularly, including spares

 

16. Tracking

• All vehicles fitted with GPS for monitoring

• Botswana 4x4 reserves the right to repossess vehicles in case of illegal use, abandonment, or breach of rental agreement

 

17. Fines & Penalties

• Hirer liable for all fines, penalties, and traffic violations

• Admin fee per infringement: BWP 500

 

18.  Fees & Optional Equipment

 

Mandatory fees:

• Contract fee: BWP 0

• Toll/admin fee: BWP 500

• After-hours fee: BWP 400 per collection/return

• Claims admin fee: BWP 500

 

Optional fees:

• Child seat: BWP 220 per rental

• Additional drivers

• One-way / delivery / collection fees per schedule

• Additional equipment rental as available (GPS, Satellite phone, camping equipment)

 

19. Environmental Laws

• No hunting, killing, or damaging of flora/fauna

• The vehicle is expressly forbidden from being use for the purpose of hunting, whether organized or unorganized, of any kind.

• The vehicle must not be driven off of established tracks in the nature reserves. All laws and regulations in protected areas must be adhered too.

• Violations may result in contract cancellation, charges, or criminal prosecution

 

20. Governing Law & Jurisdiction

• Laws of Botswana govern the contract

• Jurisdiction: Botswana courts

• Hirer liable for legal costs incurred by Botswana 4x4 in case of disputes

 

21. Important Notes

• Vehicle value: BWP 900,000

• Mud and water damage excluded from insurance

• Replacement vehicle only dispatched after payment of damages

• Rentals returned late, dirty, or with missing items incur extra charges

• Rentals terminated early: non-refundable

• Personal & travel insurance recommended

• Cross-border travel requires prior written authorization

 

22. Recovery Fees

• Stuck vehicles (sand, mud, water): minimum BWP 2,000

• Satellite phone use extra

 

23. Addendum: Mud & Water Damage

• Water/mud damage is excluded from insurance

• Includes wheel bearings, gearbox, transfer case, starter, alternator, brakes

• Driving through water >30cm depth or unapproved pans is at hirer’s risk

• Driving through large water crossings is not recommended

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