Dear Mukesh,
Under the Karnataka Shops and Establishment Act, we are supposed to issue Form Q (Appointment Order) to every employee. Generally, we issue an Appointment Letter to the employees instead of Form Q. I do not know from which state you are in, but you can issue Form Q as per the Shops and Establishment Act to the HK staff instead of an Appointment Letter. You can attach "Conditions of Employment" as an appendix to this Form Q.
Thanks,
Dinesh V Divekar