The original permittee must make written application no later than 180 days after the date of the fee payment. We issue most refunds in less than 8 weeks.However, refunds that require review and investigation take more time. Need to write a strong Demand Letter for payment Phoenix? First you write your lawyer a brief letter requesting a refund and an accounting of any services and expenses he believes he deserves to be paid for. Accurately complete the Refund Exception Appeal Form. 2. Tips for Filling a Complaint Form. Make a separate list of the things you want to say and separate your feelings from the facts.